SOP for Building Maintenance.
Standard Operating Procedure (SOP)
1. Purpose
To define the process for performing routine and preventive building maintenance to ensure a safe, functional, and presentable environment.
2. Scope
This SOP applies to all maintenance personnel and contractors involved in the upkeep of [Organization/Facility Name]’s buildings, including structural, mechanical, electrical, and general areas.
3. Responsibilities
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Maintenance Supervisor: Oversee maintenance activities, allocate tasks, and verify completion.
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Maintenance Technicians: Perform repairs, inspections, and preventive maintenance tasks.
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Facility Manager: Approve maintenance schedules, budgets, and major repair work.
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External Contractors: Handle specialized maintenance (e.g., HVAC servicing, electrical compliance checks).
4. Procedure
4.1 Preventive Maintenance
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Prepare a maintenance schedule based on manufacturer recommendations and building usage.
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Perform regular inspections of:
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HVAC systems
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Plumbing and drainage
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Electrical systems
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Roofing, walls, and foundation
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Fire safety equipment
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Elevators and escalators
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Record findings and immediate actions taken.
4.2 Routine Maintenance
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Daily/weekly cleaning and minor repairs (e.g., changing light bulbs, fixing door hinges).
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Landscaping and grounds maintenance.
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Pest control management.
4.3 Emergency Maintenance
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Set up an emergency call-out protocol (24/7 availability for critical repairs).
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Immediate response to urgent issues like:
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Water leaks
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Power outages
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Fire alarms/malfunctions
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Document all emergency interventions and corrective actions.
4.4 Work Order Management
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Use a work order system (manual or digital) to track:
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Issue reported
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Assigned technician
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Resolution status
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Materials used
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4.5 Contractor Management
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Vet and approve third-party service providers.
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Ensure compliance with safety standards and regulations.
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Verify completion of outsourced tasks before payment.
5. Safety and Compliance
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Adhere to Occupational Health and Safety (OHS) regulations.
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Use appropriate personal protective equipment (PPE).
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Ensure proper signage during maintenance work (e.g., “Wet Floor”, “Work in Progress”).
6. Documentation
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Maintenance logs
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Inspection reports
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Work orders
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Contractor service reports
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Compliance certificates
7. Tools and Equipment
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Maintain an inventory of maintenance tools.
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Schedule regular servicing of tools and equipment.
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Report and replace damaged tools immediately.
8. Review and Continuous Improvement
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Review the maintenance performance quarterly.
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Identify recurring issues and update maintenance schedules.
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Conduct refresher training for maintenance staff annually.
9. References
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Local building codes and regulations
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Occupational Safety and Health Standards
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Manufacturer maintenance manuals
10. Annexures
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Preventive Maintenance Schedule Template
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Work Order Form Template
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Building Inspection Checklist.
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