How to choose a Property Manager?

Checking reservation calendars, communicating with guests, managing social media – running a rental apartment involves a wide range of responsibilities. If you own more than one property for rent, or you’re combining this work with other professional duties, sooner or later you might face a new challenge: hiring a property manager. What should you consider when making this decision? Can professional property management help you increase your rental income?

Why Is It Worth Hiring a Property Manager?

Managing rental apartments? Sure, in places like Gdańsk, Łeba, or Zakopane – but why use such services in smaller towns? This line of thinking is quite common among many property owners. And it’s a mistake. The tourism industry in Poland continues to grow, and travelers are increasingly choosing not only major resorts but also smaller, quieter towns. Add to that trips to concerts or sports events held in various parts of the country, and you have plenty of reasons to offer well-thought-out accommodation. A strong rental offer will always attract guests. And you need to deliver top-quality service.

Managing a network of rental properties or even running a single guesthouse often requires assembling a team. Given the number of responsibilities involved in short-term rentals, it’s easy to make minor mistakes – ones that could become costly in the long run. An experienced property manager can take over many of your duties, helping you save both time and money. Their role includes optimizing property-related costs and increasing rental income. If you’re already managing everything perfectly – that’s great. But if you feel like an extra pair of hands (and an expert opinion) would be helpful, hiring a professional manager might be a smart move. Are you employed full-time? Even if you only manage one rental property, run an agritourism business, or rent out a studio apartment for short stays, it’s tough to handle all the tasks on your own – especially during the busy summer season. The to-do list is long: it’s not just about handling bookings or communicating with guests. If you’re serious about profitable renting, you also need to focus on marketing, social media, a booking-enabled website, and maybe even working with an interior designer. If you lack the expertise in these areas and can’t delegate tasks to friends or family, hiring a professional might be the best solution. A short-term rental manager has the knowledge and experience to handle the wide-ranging challenges of the tourism industry.

What are the responsibilities of a Property Manager?

The standard scope of responsibilities for a short-term rental manager typically includes handling OTA (Online Travel Agency) platforms, updating reservation calendars, and providing overall support in managing the property. This, of course, encompasses guest communication – whether via email, phone, or even in person if necessary. You might have experienced renting out your property to guests whose stay didn’t leave you with fond memories. A property manager handles preliminary tenant screening and, when needed, manages payment collection, compensation for any damage caused by guests, or dealing with violations of house rules. Property management also involves coordinating with cleaning services. The manager sets the cleaning schedule, defines the task list, and checks the condition of the property after the service is completed. They help maintain the technical condition of the building by identifying minor and major issues, arranging repairs with appropriate professionals, and reporting their work. They can also advise on profitable investments or suggest when and what areas of the apartment would benefit from renovation or refreshing.

Depending on the terms of your agreement with the manager, you may delegate additional tasks such as handling correspondence with utility providers or the housing association, making payments for current bills, and managing the rental’s tax affairs.

A short-term rental manager is also invaluable when it comes to budget planning and pricing strategy. It’s worth listening to their suggestions – or even fully entrusting them with this area, while you monitor the outcomes. A professional focuses on maximizing profits – they introduce promotions, ensure consistent occupancy throughout the year, and respond to shifts in the tourism market. Their responsibilities may also include managing social media channels, maintaining the property’s website, and interacting with followers (which includes replying to negative reviews and considering guest suggestions regarding additional services).

If you don’t have the time or expertise in these areas, let your manager handle contact with the interior designer and photographer. Remember, a professional knows the latest trends and understands what clients are looking for and expect. Moreover, they often have trusted collaborators, which means they can secure more favorable pricing for staging or photo sessions. Want to rent out your property to companies or agencies for commercial shoots? An experienced apartment manager will know exactly whom to reach out to!

How to find a good Property Manager?

Searching for collaborators is usually a challenging and time-consuming process. It’s worth investing the effort to ensure you choose someone who not only has industry knowledge and experience but is also trustworthy. LinkedIn, Google business listings, and personal websites are among the most common platforms where property managers advertise their services. Whether it’s Sopot, Świnoujście, Zakopane, or Karpacz, property managers typically operate in major cities and popular tourist destinations – but you can just as easily find professionals in smaller towns. Explore niche forums and industry groups on social media – you might come across someone who works with a trusted agency or individual and can offer a recommendation.

When selecting a manager, compare the range of responsibilities offered by different candidates. Ask to see their portfolio and have them describe their experience in the field. A best practice is to meet each potential candidate in person. During these meetings, ask to see the current occupancy rates of properties they manage and their strategy for increasing your rental income.

Agency collaboration or full-time Manager?

Every rental property owner considers whether to work with an agency or hire a dedicated full-time manager. Don’t base your decision solely on price – though it’s worth noting that agency collaboration is often the more affordable option. Also, consider peak season dates – agencies usually have larger teams and can guarantee professional service. If you’re considering someone who works independently, ask whether they manage other properties. If so, find out how they handle high-demand periods like New Year’s Eve, holidays, or long weekends, and whether they are available during those times.

Already chosen your collaborator? Make sure to have a well-structured agreement that outlines the property manager’s exact responsibilities. You can consult a lawyer for help (many cities offer free legal advice services for residents). As for compensation, managers are typically paid on a commission basis. Want to assess your new manager’s performance? You can try a “mystery guest” approach – ask a trusted friend or family member to book a stay and provide feedback on the experience.

Winter Break Isn’t Just About Outdoor Fun. When the weather doesn’t cooperate, or guests simply want to stay warm, it’s helpful to have a list of indoor activities on hand. Aquariums in Wrocław or Gdynia, or a trip to a museum, are great family options. During the winter break, many museums and cultural centers host special workshops for kids, theatrical performances, and day camps. Cinemas screen interesting films, and arcades, bowling alleys, and even swimming pools offer family-friendly entertainment. Some of these activities are free, while others require only a small fee. Check with local Tourist or Cultural Information Points for updated lists. Some attractions are designed just for kids – so it’s the perfect time for parents to unwind, explore the city, or enjoy a coffee in peace.

How to choose the right Property Manager

• decide whether you prefer working with an agency or hiring a full-time employee
• browse service listings on niche forums, LinkedIn, and ask for referrals from trusted industry contacts
• prioritize knowledge and experience over the cost of service
• schedule interviews to review each candidate’s portfolio
• review occupancy rates of properties currently managed by the candidates
• ask candidates to propose a plan for increasing your property’s revenue
• clearly define the manager’s scope of responsibilities
• agree on the compensation structure
• prepare a formal cooperation agreement
• protect your interests with a contract clause for early termination terms