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Property Manager or rental manager: who does what
Property Manager vs. rental manager, Tasks, powers, and boundaries clearly explained
What is the difference between a Property Manager and an estate manager? Have you ever called the Property Manager for something that the landlord was actually supposed to resolve? You are not alone. Many tenants and landlords do not know the difference, and that leads to frustration on all sides. Parte is happy to explain it to you, once and for all, so you never have to guess again.
What is a Property Manager
A Property Manager (such as Parte) manages the common areas of an apartment building on behalf of the Owners Association (VME). He also represents the Owners Association legally: in court cases, when concluding contracts with suppliers, and in other official acts on behalf of the building.
Core tasks of a Property Manager
- Maintenance and management of common areas (elevator, roof, hallways, parking, garden)
- Management and distribution of common costs
- Organizing and taking minutes of the general meeting
- Executing decisions made by the co-owners
- Accounting for the building
- Legal representation of the Owners Association
What is an rental manager
An rental management manages a private property on behalf of a landlord. He acts as an intermediary between the landlord and tenant and bears the daily responsibility for the private section.
Core tasks of an rental manager
- Correctly passing on costs to tenants (water, heating, etc.)
- Finding, screening, and selecting tenants
- Drafting and following up on lease agreements
- Collecting rent and transferring it to the landlord
- Serving as the contact person for tenants regarding questions or complaints
- Arranging repairs and maintenance within the apartment
Overview: who does what
| Property Manager | Rental manager | |
|---|---|---|
| Works for: | All co-owners (Owners Association) | The individual landlord |
| Manages: | Common areas | Private apartments / residences |
| Contact person for: | Owners | Landlord and tenants |
| Involved in lease agreement: | No | Yes |
| Arranges repairs in apartment: | No | Yes |
| Follows up on rent: | No | Yes |
What a Property Manager may not do
This is the point where things most often go wrong in practice. The powers of a Property Manager are legally clearly defined and limited to the common areas of the building. Below is an overview of the most important limitations.
1. Resolving rental disputes? The Property Manager does not intervene in discussions regarding rent prices, rent arrears, or conflicts between tenant and landlord. This falls exclusively under the authority of the landlord or their rental manager.
2. Providing access to tenants' private statements? The Property Manager only manages the common costs of the building. They have no insight into individual lease agreements or the arrangements between landlord and tenant, and therefore cannot provide access to personal statements.
3. Checking how costs are passed on to tenants? The Property Manager usually prepares the global statement for the entire building, but has no access to—and therefore no supervisory role over—the way a landlord distributes those costs among their tenants. The correct individual distribution is the responsibility of the landlord.
4. Carrying out repairs within a private apartment? Broken appliances, individual heating problems, or other defects within the walls of an apartment fall outside the Property Manager's remit. This is the responsibility of the landlord or rental manager.
Nuance: damage to common areas When a problem in a private apartment (such as a leak) causes damage to common areas or other apartments, the Property Manager does intervene. In that case, there is an impact on the common property, regardless of who occupies the apartment in question.
5. Providing direct services to tenants for private matters? A tenant has no direct contract with the Property Manager. For questions about the lease agreement, the settlement of utility costs, or problems within the apartment, you must contact the landlord or rental manager.
Want to know more about exactly what a Property Manager does?
Practical examples: Do you recognize these situations?
The situations below illustrate where the line between Property Manager and rental manager lies in daily practice and why it pays to contact the right person immediately.
- Lost your mailbox key? Having a duplicate made for a lost mailbox key is simple and does not require the intervention of the Property Manager. You arrange this directly with your landlord or rental manager: they determine how many keys there are, who bears the costs, and how the replacement proceeds.
- Locked out? The Property Manager generally does not have a spare key for private apartments, as that falls outside their authority. Your first point of contact is the owner or rental manager, who may keep a spare key.
- The oven is not working? A defective appliance within the apartment is not a matter for the Property Manager, but for your rental manager or landlord. They are responsible for the maintenance and repair of what is located within the walls of the private section.
- The tenant left the apartment dirty? As an owner, are you faced with an apartment that your departing tenant has not left in good condition? This also falls entirely outside the authority of the Property Manager. Your rental manager is the appropriate party to follow up on this, whether it concerns a move-in/move-out inspection, a damage claim, or the withholding of the security deposit.
Summary: who to contact and when
| Situation | Contact |
|---|---|
| Elevator, roof, hallways, parking defect | Property Manager |
| Common costs or building statement | Property Manager |
| Maintenance or repair of the building | Property Manager |
| Defect or repair in the apartment | Landlord / rental manager |
| Rent price, lease agreement, or termination | Landlord / rental manager |
| Water or heating cost distribution | Landlord / rental manager |
| Rent arrears or legal conflict | Landlord / rental manager |
What is best to remember from all this
The difference between a Property Manager and an rental manager is simple but crucial: the Property Manager manages the building for all owners together, while the rental manager manages the private apartment for the individual landlord.
Many problems and frustrations arise because tenants, and sometimes landlords as well, contact the wrong party. By knowing this distinction, you save time and avoid unnecessary discussions.
Rule of thumb Problem in your apartment or with your statement? → Contact your landlord or rental manager. Problem with the elevator, the roof, or a common hallway? → Contact the Property Manager.
Imagine: you call the concierge to have your pizza delivered. That is somewhat what happens when you call the Property Manager for a defective oven.
Work with Parte
Will you also choose Parte?
At Parte, you get the best of both worlds: the personal approach of a local team that knows your building, and the strength of a professional group. One dedicated contact person, pooled expertise, and modern technology that a solo Property Manager cannot match. Request a non-binding quote today.
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