Property Management Safety Manual

What Should a Property Management Safety Manual Include?

The contents of a Property Management Safety Manual should reflect the company’s operations and employee responsibilities.

A company whose employees primarily manage properties and coordinate contractors may require a different combination of programs than a company employing maintenance technicians, building engineers, grounds employees, cleaners, painters, or other workers who perform repairs and maintenance directly.

Depending on the company’s operations, the manual may address:

• Property and apartment maintenance.
• Hand and power tools.
• Electrical safety.
• Lockout/tagout.
• Ladders and elevated work.
• Walking-working surfaces.
• Hazard Communication.
• Chemical safety.
• Workplace violence prevention.
• Working alone.
• Security.
• Working in occupied areas.
• Contractor safety.
• Emergency procedures.
• Fire prevention.
• First aid.

Programs should be selected according to actual operations and applicable requirements.

Property Management Safety Program

An effective Property Management Safety Program establishes responsibilities for identifying hazards, maintaining properties safely, protecting employees, coordinating contractors, responding to emergencies, and correcting unsafe conditions.

Management should provide the resources necessary to implement the program and establish clear expectations for safe work.

Managers and supervisors should:

• Identify hazards associated with property operations.
• Ensure employees receive appropriate training.
• Establish safe maintenance procedures.
• Correct unsafe conditions.
• Ensure equipment is inspected and maintained.
• Coordinate contractor activities.
• Address resident and public exposures.
• Investigate incidents and near misses.
• Follow up on corrective actions.

Employees should follow established procedures, use required PPE, operate equipment only when trained and authorized, report hazards and defects, and avoid performing work beyond their training or authorization.

Hazard Identification and Risk Assessment

Property-management hazards should be identified through property inspections, employee observations, incident investigations, maintenance records, Job Safety Analyses, and other appropriate methods.

Hazard assessments should consider:

• Maintenance activities.
• Electrical systems.
• Ladders.
• Tools.
• Mechanical equipment.
• Chemicals.
• Walking-working surfaces.
• Roof access.
• Occupied units.
• Resident interactions.
• Working alone.
• Vehicle traffic.
• Contractors.
• Grounds and outdoor work.

Hazards should be corrected or appropriately controlled according to the potential severity and employee exposure.

Property Safety Inspections

Properties should be inspected periodically to identify unsafe conditions affecting employees and, where applicable, residents, visitors, and contractors.

Inspection topics may include:

• Walking surfaces.
• Stairs and handrails.
• Lighting.
• Electrical equipment.
• Maintenance areas.
• Ladders.
• Tools.
• Mechanical rooms.
• Chemical storage.
• Fire equipment.
• Emergency exits.
• Parking and traffic areas.
• Pool and recreational areas.
• Grounds.

Deficiencies should be documented and corrected in a timely manner.

Job Safety Analysis (JSA/JHA)

A Job Safety Analysis or Job Hazard Analysis can help evaluate maintenance and other higher-hazard property-management activities.

JSAs/JHAs may be appropriate for:

• Electrical maintenance.
• HVAC work.
• Ladder work.
• Roof access.
• Power-tool use.
• Plumbing repairs.
• Painting.
• Chemical handling.
• Pool maintenance.
• Grounds maintenance.
• Equipment servicing.
• Unit turnover.

The analysis should identify the task steps, hazards, and controls necessary to perform the work safely.

Property Maintenance Safety

Property-maintenance employees may perform a wide range of tasks, often at different locations throughout the workday.

Maintenance work may involve:

• Electrical repairs.
• Plumbing.
• HVAC equipment.
• Painting.
• Carpentry.
• Appliance repairs.
• Locks and doors.
• Lighting.
• Drywall.
• Flooring.
• Grounds.
• General repairs.

Employees should perform only work for which they have appropriate knowledge, training, tools, and authorization.

A repair being considered minor or routine does not eliminate the need to evaluate its hazards.

Apartment Maintenance Safety

Apartment maintenance frequently requires employees to work inside occupied or recently vacated units.

Employees should consider hazards involving:

• Electrical equipment.
• Tools.
• Ladders.
• Chemicals.
• Unsanitary conditions.
• Animals.
• Sharps.
• Residents and other occupants.
• Confined or restricted work areas.

Maintenance employees should communicate appropriately with residents and follow company procedures for entering occupied units.

Maintenance Shop Safety

Maintenance shops should be kept orderly and arranged to support safe work.

Shop procedures may address:

• Tool storage.
• Chemical storage.
• Electrical equipment.
• Compressed gases.
• Flammable liquids.
• Machine guarding.
• Battery charging.
• Housekeeping.
• Fire prevention.
• PPE.

Emergency equipment and exits should remain accessible.

Hand and Power Tools

Maintenance employees commonly use drills, saws, grinders, sanders, nailers, and numerous hand tools.

Tools should:

• Be appropriate for the work.
• Be inspected before use.
• Have required guards and safety devices.
• Be maintained in safe condition.
• Be used according to manufacturer instructions.

Defective tools should be removed from service.

Employees should not modify or bypass tool safeguards.

Portable Power Tools and Saws

Portable saws and other cutting tools can expose employees to cuts, amputations, kickback, flying material, noise, and electrical hazards.

Employees should:

• Maintain required guards.
• Secure materials when necessary.
• Keep hands away from cutting areas.
• Use appropriate eye and face protection.
• Disconnect or otherwise control energy before blade changes or adjustments as required.
• Use the correct blade or accessory.

Improvised cutting methods should not be used.

Equipment Inspection

Maintenance equipment should be inspected at appropriate intervals and before use where required.

Employees should report damaged or defective:

• Tools.
• Ladders.
• Cords.
• Guards.
• Vehicles.
• Utility carts.
• Mechanical equipment.
• PPE.

Unsafe equipment should be removed from service until repaired or replaced.

Machine Guarding — When Applicable

Maintenance shops and property operations may include grinders, bench tools, compactors, pumps, fans, and other equipment containing hazardous moving parts.

Required machine guards and safety devices should remain installed and functional.

Employees should not reach into operating equipment or bypass safeguards.

Electrical Safety

Electrical work is a significant property-maintenance hazard.

Employees should not perform electrical work unless they have the knowledge, training, and authorization required for the work involved.

Electrical procedures should address:

• Panels.
• Disconnects.
• Receptacles.
• Extension cords.
• Portable tools.
• Lighting.
• HVAC equipment.
• Pumps.
• Wet locations.
• Damaged electrical equipment.

Electrical equipment should be de-energized before work when required.

Electrical Maintenance

Employees performing electrical maintenance should identify the equipment and electrical hazards before beginning work.

Maintenance employees should not assume equipment is safe merely because it is switched off.

Procedures should address appropriate:

• Disconnecting means.
• Verification of de-energization.
• Lockout/tagout.
• Testing.
• PPE.
• Work boundaries.

Work beyond an employee’s training or qualification should be referred to appropriately qualified personnel or contractors.

Qualified and Unqualified Employees

The company should clearly establish which employees are authorized and qualified to perform particular electrical tasks.

Employees who are not qualified for electrical work should not:

• Remove electrical covers unnecessarily.
• Work on exposed energized components.
• Troubleshoot energized circuits beyond their authorization.
• Bypass electrical protective devices.

Clear boundaries help prevent routine maintenance from becoming unauthorized electrical work.

Lockout/Tagout

Maintenance and servicing activities can expose employees to unexpected startup or release of hazardous energy.

When applicable, lockout/tagout procedures should address:

• Equipment shutdown.
• Energy isolation.
• Locks and tags.
• Stored energy.
• Verification of isolation.
• Servicing.
• Restoration to service.

Equipment that may require hazardous-energy control can include HVAC systems, pumps, compactors, mechanical equipment, and other powered systems.

Employees should receive training according to their responsibilities.

HVAC Maintenance

HVAC work can involve:

• Electrical energy.
• Moving equipment.
• Refrigerants.
• Ladders.
• Roof access.
• Hot surfaces.
• Sharp components.
• Stored pressure.

Employees should identify and control applicable hazards before beginning service or repair.

More complex work should be performed only by appropriately trained and qualified employees or contractors.

Plumbing Maintenance

Plumbing maintenance may expose employees to chemicals, hot water, sewage, sharp objects, electrical equipment, lifting hazards, and pressurized systems.

Employees should:

• Control pressure before opening systems.
• Use appropriate PPE.
• Follow chemical safety procedures.
• Maintain sanitary work practices.
• Use appropriate tools.

Potentially contaminated materials should be handled according to applicable procedures.

Painting and Repair Work

Painting and property-repair activities may involve ladders, solvents, coatings, power tools, dust, and occupied areas.

Employees should evaluate:

• Ventilation.
• Chemical hazards.
• PPE.
• Ignition sources.
• Ladder use.
• Resident exposure.
• Work-area isolation.

Work areas should be restored to safe condition before barriers or warnings are removed.

Ladder Safety

Property-maintenance employees frequently use ladders for repairs, inspections, painting, lighting, HVAC work, and other tasks.

Employees should:

• Select the correct ladder.
• Inspect it before use.
• Use it on a stable surface.
• Face the ladder when climbing.
• Maintain appropriate contact.
• Avoid overreaching.
• Keep access areas clear.
• Protect ladders from vehicle or pedestrian traffic.
• Avoid carrying loads that could cause loss of balance.

Damaged ladders should be removed from service.

Roof Access

Employees should access roofs only when authorized and when appropriate access methods are available.

Before roof work begins, employees should evaluate:

• Roof edges.
• Skylights and openings.
• Surface condition.
• Weather.
• Electrical hazards.
• Access.
• Work to be performed.

Applicable fall-protection requirements should be followed.

Scaffolding — When Applicable

Property-management employees or contractors may occasionally use scaffolding for painting, repairs, exterior maintenance, or other work.

Scaffolds should be erected, inspected, and used according to applicable requirements.

Employees should not improvise scaffolds from ladders, boxes, furniture, or other unsuitable materials.

Aerial/Boom Lifts — When Applicable

Aerial lifts may be used for exterior lighting, tree work, building repairs, signage, and other elevated tasks.

Only trained and authorized employees should operate lifts.

Procedures should address:

• Equipment inspection.
• Work-area hazards.
• Fall protection.
• Overhead hazards.
• Electrical lines.
• Traffic.
• Safe positioning.

Fall Protection — When Applicable

Employees performing elevated work should be protected according to the applicable fall-protection requirements for the work being performed.

Potential exposures include:

• Roof edges.
• Floor openings.
• Elevated platforms.
• Maintenance areas.
• Aerial lifts.
• Scaffolds.

Employees should receive appropriate training before using fall-protection systems.

Walking-Working Surfaces

Property-management employees regularly encounter stairs, sidewalks, parking areas, floors, roofs, mechanical rooms, and other walking-working surfaces.

Surfaces should be maintained to reduce hazards involving:

• Holes.
• Uneven areas.
• Water.
• Ice.
• Debris.
• Damaged flooring.
• Poor lighting.

Unsafe conditions should be corrected or appropriately controlled.

Stairs

Stairs should be maintained in safe condition.

Employees should report:

• Loose steps.
• Damaged handrails.
• Poor lighting.
• Obstructions.
• Slippery surfaces.

Materials should not be stored where they obstruct stairways or required exits.

Slips, Trips and Falls

Slips, trips, and falls can occur in offices, apartments, maintenance areas, sidewalks, parking areas, pool areas, and common spaces.

Common hazards include:

• Wet floors.
• Cords.
• Tools.
• Debris.
• Uneven surfaces.
• Ice.
• Poor lighting.
• Temporary maintenance materials.

Hazards should be corrected promptly or appropriately marked and controlled until correction is completed.

Housekeeping

Maintenance work can create temporary hazards involving tools, cords, packaging, removed materials, debris, and equipment.

Employees should maintain orderly work areas and remove waste as work progresses.

Emergency exits, electrical panels, fire equipment, and walkways should remain accessible.

Entering Apartments and Occupied Units

Entering occupied apartments, offices, or other tenant spaces can expose employees to hazards not normally present in maintenance areas.

Before entering, employees should follow company procedures concerning authorization, notice, keys, communication, and access.

Employees should remain alert for:

• Unexpected occupants.
• Aggressive behavior.
• Animals.
• Sharps.
• Blood or bodily fluids.
• Unsanitary conditions.
• Chemicals.
• Weapons or suspicious items.
• Other unexpected hazards.

Employees should leave the area and obtain assistance when conditions create an unreasonable safety risk.

Unit Inspection Safety

Employees conducting unit inspections should understand procedures for entering occupied spaces and responding to unexpected conditions.

Where appropriate, employees should:

• Inform others of their location.
• Maintain communication.
• Avoid confrontational situations.
• Follow company security procedures.
• Request assistance for higher-risk situations.

Inspections should not require employees to unnecessarily expose themselves to known threats.

Vacant Unit Turnover

Preparing vacant units for new occupants can involve cleaning, painting, repairs, appliance movement, flooring, waste removal, and chemical use.

Before turnover work begins, employees should evaluate the unit for hazards such as:

• Sharps.
• Biological contamination.
• Chemicals.
• Damaged electrical equipment.
• Broken glass.
• Pests.
• Heavy materials.
• Unsafe walking surfaces.

Appropriate cleaning, maintenance, and disposal procedures should be followed.

Working Around Residents and the Public

Property-maintenance activities often occur where residents, visitors, customers, or members of the public remain nearby.

Employees should protect others from hazards created by:

• Tools.
• Open equipment.
• Electrical work.
• Wet floors.
• Ladders.
• Cords.
• Chemicals.
• Excavations.
• Falling materials.

Barriers, signs, cones, or temporary access restrictions should be used when appropriate.

Children and Pets

Children and animals may enter maintenance work areas unexpectedly.

Employees should secure tools, chemicals, equipment, and hazardous work areas.

Work should be stopped when necessary to prevent children, pets, or other occupants from entering a hazardous area.

Barricades and Warning Signs

Temporary maintenance hazards should be identified and controlled.

Depending on the work, controls may include:

• Cones.
• Caution tape.
• Barricades.
• Signs.
• Locked doors.
• Temporary route changes.

Controls should remain in place until the hazard has been eliminated.

Workplace Violence Prevention

Property-management employees may interact with residents, former residents, visitors, contractors, and members of the public under stressful or contentious circumstances.

The company’s Workplace Violence Prevention Program should establish procedures for recognizing, reporting, and responding to threatening behavior.

Employees should understand:

• How to summon assistance.
• When to disengage.
• How to report threats.
• Emergency communication procedures.
• Security resources.
• Incident-reporting requirements.

Employees should not be expected to physically intervene in violent situations unless specifically trained and assigned such responsibilities.

Resident and Tenant Interactions

Employees should conduct resident interactions professionally while remaining alert to escalating behavior.

Employees should be encouraged to report:

• Threats.
• Harassment.
• Intimidation.
• Stalking.
• Weapons.
• Repeated aggressive behavior.
• Other security concerns.

Reported concerns should be evaluated and appropriate precautions established.

Threatening or Aggressive Persons

Employees should avoid arguing with or physically confronting threatening individuals.

When a situation appears unsafe, employees should:

• Maintain distance.
• Preserve an exit route.
• Leave when possible.
• Contact management or security.
• Contact emergency services when necessary.

Employees should follow established procedures rather than attempting to resolve dangerous situations alone.

High-Risk Interactions

Certain activities may present increased potential for conflict, including enforcement actions, contentious inspections, access disputes, and interactions associated with lease violations or evictions.

Management should evaluate foreseeable risks and determine appropriate precautions.

Precautions may include:

• Two-person assignments.
• Security presence.
• Law-enforcement assistance when appropriate.
• Remote communication.
• Rescheduling work.
• Restricting employee involvement.

Working Alone

Maintenance employees may work alone in vacant units, mechanical rooms, remote property areas, or after normal business hours.

Working-alone procedures may address:

• Check-in requirements.
• Communication.
• Emergency contacts.
• Employee location.
• Prohibited high-risk tasks.
• Response to missed check-ins.

Certain tasks should not be performed alone when assistance is necessary for safe work or emergency response.

After-Hours Work

Employees working after hours may have reduced access to supervisors, coworkers, residents, and emergency assistance.

Procedures should address:

• Building access.
• Lighting.
• Communication.
• Security.
• Parking.
• Emergency contacts.
• Working-alone restrictions.

Employees should report suspicious activity and avoid entering areas that appear unsafe.

Facility and Workplace Security

Security procedures may address:

• Access control.
• Keys and credentials.
• Restricted areas.
• Visitors.
• Contractors.
• After-hours access.
• Suspicious activity.
• Emergency communication.

Employees should understand how to report security concerns promptly.

Emergency Communication

Employees who work throughout a property should have a reliable method of summoning assistance.

Depending on the operation, communication may include:

• Mobile phones.
• Radios.
• Security systems.
• Check-in procedures.
• Emergency numbers.

Employees should know the property address or location information necessary to direct emergency responders.

Bloodborne Pathogens — When Applicable

Property-management employees may encounter blood, bodily fluids, contaminated materials, needles, or other sharps.

When employees have reasonably anticipated occupational exposure, applicable Bloodborne Pathogens requirements should be addressed through the company’s Exposure Control Plan.

Employees without assigned exposure responsibilities should still understand procedures for reporting and avoiding unexpected biological hazards.

Sharps and Needles

Employees should not pick up discarded needles or other sharps with bare hands.

The company should establish procedures for:

• Isolating the area.
• Reporting the hazard.
• Using appropriate tools and PPE.
• Placing sharps into suitable containers.
• Responding to exposure incidents.

Employees should not reach blindly into trash, landscaping, furniture, or other areas where sharps may be concealed.

Hazard Communication

Property-management companies that use hazardous chemicals should maintain an applicable Hazard Communication Program.

The program should address:

• Chemical inventory.
• Container labeling.
• Safety Data Sheets.
• Employee information and training.
• Non-routine tasks.
• Contractor communication where applicable.

Employees should understand the hazards and protective measures associated with the chemicals they use.

Chemical Safety

Property operations may involve:

• Cleaning products.
• Paints.
• Solvents.
• Adhesives.
• Drain cleaners.
• Lubricants.
• Pesticides.
• Pool chemicals.
• Refrigerants.
• Grounds chemicals.

Chemicals should be stored, handled, and used according to their hazards.

Employees should use appropriate PPE and follow label and SDS precautions.

Cleaning Chemicals

Employees should not mix cleaning chemicals unless specifically instructed and trained to do so.

Cleaning products should remain properly labeled and stored.

Appropriate ventilation and PPE should be used according to product hazards and work conditions.

Painting, Solvents and Adhesives

Painting and repair products may contain flammable or hazardous substances.

Employees should consider:

• Ventilation.
• Ignition sources.
• Skin and eye contact.
• Respiratory exposure.
• Storage.
• Waste disposal.

Products should be used according to manufacturer instructions and applicable safety procedures.

Pesticides — When Applicable

Employees who apply pesticides should follow applicable labeling, training, PPE, storage, and handling requirements.

Pesticides should be secured against unauthorized access.

Where pest-control work is performed by contractors, property employees should follow applicable communication and access procedures.

Swimming Pool and Spa Maintenance — When Applicable

Properties with pools and spas may expose maintenance employees to chemicals, pumps, electrical equipment, slippery surfaces, and manual material handling.

Employees responsible for pool maintenance should receive appropriate training for their assigned duties.

Procedures should address:

• Chemical handling.
• Chemical storage.
• PPE.
• Pumps and equipment.
• Electrical hazards.
• Spill response.
• Emergency procedures.

Pool Chemical Safety — When Applicable

Pool chemicals should be stored and handled according to their hazards and compatibility.

Employees should not mix incompatible chemicals.

Storage areas should be:

• Secure.
• Appropriately ventilated where necessary.
• Protected from moisture and contamination.
• Organized to prevent incompatible materials from contacting each other.

Appropriate PPE and emergency equipment should be provided according to the hazards present.

Grounds Maintenance — When Applicable

Employees performing grounds maintenance may use mowers, trimmers, blowers, hand tools, pesticides, and other equipment.

Applicable procedures should address:

• Equipment inspection.
• PPE.
• Traffic.
• Heat.
• Chemicals.
• Manual handling.
• Public exposure.

Companies with substantial in-house landscaping operations should also maintain appropriate landscaping-specific safety procedures.

Personal Protective Equipment

The company should assess workplace hazards and select PPE appropriate to employee exposures.

Depending on the task, PPE may include:

• Safety glasses.
• Goggles.
• Face shields.
• Gloves.
• Protective footwear.
• Hearing protection.
• High-visibility apparel.
• Respiratory protection.
• Protective clothing.

Employees should inspect and properly use assigned PPE.

Eye and Face Protection

Employees should use appropriate eye and face protection when exposed to hazards involving:

• Flying particles.
• Chemicals.
• Grinding.
• Cutting.
• Drilling.
• Splashing liquids.

Face shields should supplement rather than replace required primary eye protection where both are necessary.

Manual Lifting and Material Handling

Property-management employees may move appliances, furniture, equipment, supplies, landscaping materials, trash, and maintenance materials.

Employees should:

• Evaluate the load.
• Use mechanical assistance when practical.
• Obtain help when necessary.
• Avoid unnecessary twisting.
• Maintain control of the load.
• Plan the travel path.

Large or awkward objects should not be moved by one employee when they cannot be handled safely.

Ergonomics

Office employees, maintenance employees, cleaners, and grounds personnel may experience different ergonomic exposures.

Evaluations may consider:

• Computer workstations.
• Repetitive maintenance.
• Lifting.
• Reaching.
• Kneeling.
• Awkward posture.
• Pushing and pulling.

Work practices and equipment should be adjusted where practical to reduce unnecessary ergonomic stress.

Heat Stress Prevention

Maintenance and grounds employees may work outdoors, in attics, mechanical rooms, rooftops, or other hot environments.

Heat-illness prevention measures may include:

• Drinking water.
• Rest.
• Acclimatization.
• Cooling.
• Work practices.
• Employee monitoring.
• Emergency response.

Employees should understand the signs and symptoms of heat-related illness.

Driving and Fleet Safety

Property-management employees may drive between properties, transport tools and supplies, or operate company vehicles.

Driving procedures should address:

• Driver authorization.
• Seat belts.
• Distracted driving.
• Vehicle inspection.
• Backing.
• Parking.
• Accident reporting.

Materials and equipment transported in vehicles should be appropriately secured.

Golf Carts and Utility Vehicles — When Applicable

Golf carts and utility vehicles may be used on apartment communities, campuses, commercial properties, and other large sites.

Operators should:

• Follow property speed limits.
• Watch for pedestrians.
• Use seat belts where provided and required.
• Avoid overloading.
• Secure materials.
• Use caution on slopes.
• Park safely.

Only authorized employees should operate company utility vehicles.

Contractor Safety Management

Property-management companies frequently hire contractors for electrical, plumbing, HVAC, roofing, landscaping, construction, cleaning, pest control, pool maintenance, and other services.

Contractor coordination should address applicable:

• Property hazards.
• Restricted areas.
• Emergency procedures.
• Resident protection.
• Electrical hazards.
• Lockout/tagout.
• Hot work.
• Chemical hazards.
• Work-area controls.

Contractors remain responsible for their own employees and applicable safety requirements, but property management should communicate relevant site hazards and coordinate activities as necessary.

Contractor Work in Occupied Areas

Contractors working in occupied properties can create temporary hazards for employees, residents, and visitors.

Property management should coordinate appropriate:

• Access.
• Barricades.
• Signs.
• Work hours.
• Utility shutdowns.
• Emergency routes.
• Resident notifications.

Unsafe conditions affecting common areas should be addressed promptly.

Hot Work — When Applicable

Welding, cutting, brazing, torch work, or other spark- or flame-producing work may occasionally be performed during property maintenance or construction.

Where applicable, hot-work procedures should address:

• Combustible materials.
• Fire extinguishers.
• Fire watches.
• Permits.
• Gas cylinders.
• Ventilation.
• PPE.

Contractors performing hot work should comply with property requirements and applicable regulations.

Fire Prevention

Property operations should maintain appropriate fire-prevention practices.

Employees should:

• Keep exits clear.
• Maintain access to fire equipment.
• Control combustible waste.
• Store flammable materials appropriately.
• Follow hot-work procedures.
• Report damaged electrical equipment.
• Avoid obstructing fire-protection systems.

Employees should understand their responsibilities during a fire emergency.

Emergency Action Plan

Property-management companies should establish emergency procedures appropriate to the properties and operations involved.

Potential emergencies may include:

• Fire.
• Medical emergencies.
• Severe weather.
• Earthquakes.
• Chemical releases.
• Violence or security incidents.
• Utility emergencies.

Employees should understand alarm systems, evacuation procedures, emergency communication, assembly locations, and their assigned responsibilities.

First Aid

First-aid supplies should be readily available according to workplace hazards and applicable requirements.

Employees should know how to summon emergency medical assistance.

Where employees are assigned first-aid responsibilities, appropriate training and bloodborne-pathogen precautions should be provided.

Spill Prevention and Response

Employees may encounter spills involving fuel, oil, paint, chemicals, pool products, cleaning products, or other materials.

Employees should understand:

• Reporting procedures.
• PPE requirements.
• Spill-control responsibilities.
• Evacuation criteria.
• Waste handling.

Employees should not attempt to clean up releases beyond their training, equipment, or assigned responsibilities.

Property Management Safety Training

Employees should receive training appropriate to their duties and hazards.

Training may include:

• Property-maintenance safety.
• Hand and power tools.
• Ladder safety.
• Electrical safety.
• Lockout/tagout.
• Hazard Communication.
• PPE.
• Workplace violence prevention.
• Working alone.
• Emergency procedures.
• Chemical safety.
• Driving.

Training should be provided before employees perform tasks requiring specific knowledge, qualification, or authorization.

New and Short-Service Employees

New and inexperienced employees may be unfamiliar with property hazards, equipment, residents, security procedures, and maintenance practices.

Orientation should address applicable hazards before employees begin work.

New employees should not perform specialized maintenance, operate equipment, or perform higher-hazard work until required training and authorization have been completed.

Supervision should reflect the employee’s experience and familiarity with the work.

Property Management JSA/JHA

JSAs/JHAs may be developed for recurring or higher-hazard activities such as:

• Ladder work.
• HVAC maintenance.
• Electrical maintenance.
• Plumbing repairs.
• Power-tool use.
• Roof access.
• Painting.
• Pool maintenance.
• Grounds maintenance.
• Unit turnover.
• Appliance movement.
• Chemical handling.

The JSA/JHA should reflect the actual property, equipment, task, and work conditions.

Additional Property Management Safety Programs

Depending on the company’s operations, properties, equipment, and employee exposures, additional programs may include:

• Aerial/Boom Lift Safety.
• Bloodborne Pathogens.
• Chemical Safety.
• Cold Stress.
• Compressed Gas Cylinders.
• Driving and Fleet Safety.
• Electrical Safety.
• Emergency Action Plan.
• Ergonomics.
• Fall Protection.
• Fire Prevention.
• First Aid.
• Flammable and Combustible Liquids.
• Hand and Power Tools.
• Hazard Communication.
• Heat Stress Prevention.
• Housekeeping.
• HVAC Safety.
• Ladder and Stairway Safety.
• Landscaping Safety.
• Lockout/Tagout.
• Manual Lifting and Material Handling.
• Personal Protective Equipment.
• Pesticide Safety.
• Scaffolding.
• Slips, Trips and Falls.
• Spill Prevention and Response.
• Walking-Working Surfaces.
• Working Alone.
• Working Around the Public.
• Working in Occupied Areas.
• Workplace Security.
• Workplace Violence Prevention.
• Workplace Visitors Security.

Programs should be selected according to actual operations rather than automatically included simply because a company manages properties.

Property Management Toolbox Talks

Short safety meetings can reinforce hazards employees encounter during maintenance and property operations.

Useful topics may include:

• Ladder safety.
• Hand and power tools.
• Electrical safety.
• Working alone.
• Workplace violence.
• Slips, trips and falls.
• Chemical safety.
• PPE.
• Manual lifting.
• Working around residents.
• Heat stress.
• Emergency procedures.

Toolbox talks supplement formal training but should not replace training required for specific equipment or hazardous tasks.

Building a Property Management Safety Manual

The most useful Property Management Safety Manual is based on what employees actually do.

Consider whether employees:

• Perform apartment or building maintenance.
• Use power tools.
• Perform electrical work.
• Service HVAC equipment.
• Perform plumbing repairs.
• Use ladders.
• Access roofs.
• Work in occupied units.
• Work alone.
• Work after hours.
• Interact with residents in potentially contentious situations.
• Handle chemicals.
• Maintain pools.
• Perform landscaping.
• Drive company vehicles.
• Operate utility carts.
• Coordinate contractors.
• Perform unit turnover.

These activities help determine which individual safety programs should be included.

A property-management company that contracts out nearly all maintenance should not receive a manual filled with detailed programs for tasks its employees never perform. Likewise, a company employing a large in-house maintenance staff may require numerous specialized programs in addition to core workplace safety procedures.

Customized Property Management Safety Manuals

Companies can request a customized Property Management Safety Manual containing programs selected according to the properties managed, employee responsibilities, maintenance operations, equipment, chemicals, and workplace hazards.

Manuals can be developed for residential property management, apartment communities, multifamily properties, commercial properties, mixed-use developments, homeowner associations, and other property-management operations.

Applicable programs can be selected for property maintenance, electrical safety, lockout/tagout, ladders, tools, chemicals, workplace violence, working alone, contractor management, emergency procedures, grounds maintenance, pools, vehicles, and other property-management hazards.

Individual safety programs can also be selected when a company needs to add or update a particular program within an existing safety manual.