How to Choose a Residential Property Manager (from someone who’s done it for 21 years)

By Nash Varghese. Published on 03/06/2025.

After two decades of being interviewed by landlords, I’ve learned what really matters when you’re picking the person who’ll protect your biggest asset. Here are my top 10 factors—counting down to the most important.

10) Local market mastery

Do they genuinely know your suburb and tenant pool? Vacancies, rent trends, seasonal demand, typical tenant profiles—these shape your returns.
Ask: “What’s the average days-on-market and rent range for homes like mine in this area?”

9) Compliance competence (NZ-specific)

Healthy Homes, RTA processes, notice periods, bond handling, insulation/heating standards—your manager must keep you safe and legal.
Ask: “Walk me through your compliance checks and how you document them.”
Red flag: Vague answers or “we’ll sort it as we go.”

8) Screening that actually screens

Great tenancies start with great selection. Look for layered checks: credit, references, income verification, tenancy history, and in-person judgement.
Ask: “What are your non-negotiables when approving a tenant?”
Look for: A clear, written selection policy.

7) Transparent fees—and total cost of ownership

Cheapest rarely equals best. Compare what’s included: inspections, marketing, tenant-find, tribunal appearances, Healthy Homes rechecks, maintenance coordination.
Ask: “Show me a sample invoice for a typical month so I can see all fees.”

6) Proactive communication rhythm

Silence is expensive. You want scheduled updates and a clear escalation path.
Ask: “How often will I hear from you when everything is fine vs. when something isn’t? Email, phone, portal?”
Look for: Service-level promises (e.g., ‘we return calls within one business day’).

5) Maintenance philosophy and network

Preventative > reactive. The right manager protects value and rentability while controlling costs through vetted trades and smart approvals.
Ask: “What’s your threshold for pre-approved repairs? How do you compare quotes? Do I see before/after photos?”

4) Measurable performance & accountability

Vacancy rate, rent arrears %, average rent on their portfolio, average rent in my suburb, their market rent appraisal, average days to fill, inspection frequency, tribunal outcomes—professionals track and share these.
Ask: “Can you show your last quarter’s KPIs?”
Red flag: “We don’t really track that.”

3) Marketing that attracts the right tenants fast

Quality copy, wide syndication, strong photography/video, weekday and weekend viewings, and rapid lead follow-up shorten vacancy.
Ask: “What’s your average inquiry-to-application conversion? How quickly do you process applications?”

2) Firm but fair problem-solving

Rent arrears, noise complaints, and repairs happen. You want a manager who is assertive, evidence-based, and Tribunal-ready—without turning every speed bump into a standoff.
Ask: “Tell me about a recent issue and exactly how you resolved it.”
Look for: Calm process, written records, and timely action.

1) Choose a property manager you can work with

This is a partnership. The tougher the property manager is, the harder they may be to work with. Remember: the property manager is the landlord’s representative, not the tenant’s—so alignment with your goals matters. But toughness alone isn’t a strategy; you want firm, fair, and collaborative. Someone who’ll give you unvarnished advice, explain trade-offs, and communicate early—so you avoid bigger problems later.

The right manager protects your time, cash flow, and peace of mind. Prioritise fit + process + performance—in that order—and you’ll rarely go wrong. If you’d like this applied to your property, my team at Pride Property (serving Southland, Invercargill, and Gore) is happy to walk you through our exact process using a real example from your home.