Office Building Maintenance Software
Manage tenant service requests, planned inspections and repairs across one office building or a portfolio. Give dispatchers, technicians and contractors a shared record of each job.
ActiveMap turns a request into an assigned work order with a deadline. Mobile checklists, photos and time and GPS evidence help managers verify the work and follow SLA commitments.
Tenant Maintenance Requests
Receive a request through the available app or a QR code, and record the building, floor and room in the task. A dispatcher assigns a technician, follows its status and checks completion against the agreed response deadline.
Preventive Maintenance for Building Systems
Plan recurring checks for ventilation and HVAC, lifts, fire protection, electrical equipment and plumbing. A scheduled task gives the technician a checklist and leaves a record of readings or defects found. Regular inspections help teams spot faults before an emergency repair is needed.
Work Orders and SLA Tracking
Keep tenant requests and planned jobs in one task list. Assign the responsible person, set a due date, see open and overdue work, and review the completion history when a tenant or manager asks what happened.
Mobile App for Technicians
Technicians see assigned jobs on their phones, follow task instructions and complete digital checklists on site. They can enter readings and defects and attach before and after photos to the task.
Contractor Management
Assign defined jobs to an HVAC or lift service company, a cleaning team or another maintenance contractor. The same task record shows deadlines, checklist results and photos, so the facility manager can review the work before closing it.
Proof of Completed Maintenance Work
At the end of a shift, the office building team has a maintenance record for each completed job instead of a loose paper form. It connects the request and technician with the building, floor or room recorded in the task.
The record can include start and finish times, checklist answers, meter readings, defects, before and after photos, and time and GPS evidence captured by the mobile app. The collected fields can be used in a report or completion document.
Manage Maintenance Across Building Systems
Use separate recurring tasks and checklists for the systems your building team actually maintains:
- HVAC and ventilation: log filter checks, readings and faults before they affect occupied offices.
- Lifts: record routine service visits and faults for the responsible service company.
- Fire and life safety: document scheduled checks and defects for follow-up.
- Electrical systems: capture switchboard inspections, meter readings and repair tasks.
- Plumbing: track leaks, fixtures and corrective work by location.
- Cleaning and common areas: assign rounds and verify work in shared spaces.
- Security and access systems: register inspection and repair tasks where these systems are in scope.
How Office Building Maintenance Works in ActiveMap
A tenant reports an issue or a planned check becomes due. The dispatcher creates or assigns the work order with its location and deadline. The technician or contractor completes the mobile task, checklist and photos. A manager reviews the evidence and keeps the completed record for later reporting.
This page focuses on office buildings, tenant service and their engineering systems. For maintenance across other commercial property types, see the broader service overview.
Office Building Maintenance FAQ
What is office building maintenance software?
It is a system for organizing tenant requests, planned equipment checks, work orders and completion records for an office building or a group of buildings.
How are tenant maintenance requests handled?
A request entered through an available channel becomes a task with a location, assignee, status and deadline. The team can track it through completion and review the recorded work.
Can ActiveMap plan maintenance for HVAC and lifts?
Yes. Teams can schedule recurring tasks for ventilation, lifts and other building systems, attach checklists, and record readings or defects during a visit.
Can one team manage several office buildings?
Yes. Tasks can identify the building and work location, allowing a facility team to assign and review work across its portfolio.
Can external contractors receive work orders and be checked against SLA?
Jobs can be assigned to contractors, with deadlines and status visible to managers. Completed checklists and photos help verify the work against agreed service targets.
What can technicians record on the mobile app?
They can complete assigned tasks and checklists, enter readings and defects, attach photos, and leave time and GPS evidence for the maintenance record.
