There's a fundamental difference between a building manager who prevents problems and one who responds to them. Both might look busy. Both might be working hard. But only one approach actually protects your building.
Reactive management feels like progress because there's always activity — contractors coming and going, issues being resolved, emails being answered. But the same problems keep happening. Costs keep rising. Nothing ever really gets ahead.
Here are five signs your building manager might be stuck in reactive mode.
If the only time your building manager contacts the committee is when there's a problem to report or an invoice to approve, that's reactive management in action.
Proactive managers communicate regularly — weekly updates, monthly reports, quarterly reviews — even when there's nothing urgent. They share what's been completed, what's coming up, and what they're monitoring.
The difference matters because by the time a reactive manager tells you about an issue, it's usually already urgent. A proactive manager flags concerns early, when options are still available.
A clogged drain that gets cleared every few months. A lift that breaks down regularly. Common area lights that keep failing. If you're seeing the same problems repeatedly, your manager is treating symptoms rather than causes.
Proactive management means investigating why problems recur and addressing root causes. That might mean replacing aging infrastructure before it fails, changing maintenance schedules, or upgrading to more reliable systems.
Reactive management just fixes the same thing over and over — and charges for each callout.
Does your building manager have a documented maintenance schedule that's actually followed? Or do things only get serviced when they stop working?
Preventative maintenance costs less than emergency repairs. It extends equipment life. It reduces disruption. But it requires planning and discipline — qualities that reactive managers often lack.
Ask to see the maintenance schedule. If there isn't one, or if it exists on paper but isn't being followed, that's a clear warning sign.
Fire safety certifications due in two days with no contractor booked. Insurance renewal discovered after the policy has already lapsed. Strata Hub reporting submitted just before the deadline — or after.
Compliance deadlines don't change. A proactive manager tracks them months in advance and completes requirements early. A reactive manager scrambles at the last minute, creating stress and increasing the risk of penalties.
In NSW, late AFSS lodgement can result in penalties up to $110,000 or on-the-spot fines. Late Strata Hub reporting can mean fines up to $5,500. These aren't acceptable risks.
Reactive managers think about this year. Proactive managers think about this decade.
Does your building manager contribute meaningfully to capital works fund planning? Do they identify upcoming major expenses — roof replacement, lift modernisation, facade repairs — before they become urgent?
Without forward planning, committees end up hitting owners with special levies for expenses that should have been anticipated and budgeted. That's reactive management at the strategic level — and it affects every owner in the building.
Reactive management isn't always obvious. The manager might be responsive, friendly, and working hard. But if problems keep recurring, maintenance is breakdown-driven, compliance is last-minute, and there's no long-term planning, the building is being managed reactively.
The cost difference is substantial. Research consistently shows that proactive maintenance costs significantly less than reactive repairs over time — some studies suggest preventative approaches cost up to 10 times less than addressing failures after they occur.
If these signs look familiar, it might be time for a conversation with your building manager — or a conversation about your building manager.
How does your building management measure up?
Take the free Building Management Scorecard to assess your current management against the standards that actually matter.
https://dino-p8buwtjz.scoreapp.com
Strata Plus: Annual Fire Safety Statements Certification Requirements — https://www.strataplus.com.au/resource/annual-fire-safety-statements-certification-requirements/
NSW Government: Strata Annual Reporting — https://www.nsw.gov.au/housing-and-construction/strata/annual-reporting
Sedgwick: Defects in Residential Strata Buildings (2020) — cost of reactive vs proactive maintenance
Master Builders Association NSW: 80% of building complaints relate to water/defect issues that could be prevented
Dino Biordi
Founder & Managing Director, LUNA Management
25+ years in construction | NSW ABMA Independent Review Panel
A Building Manager oversees the safety, security and maintenance of designated properties and ensures that these properties comply with all applicable regulations. A Building Manager is also known as a Facilities Manager, Caretaker or Resident Manager. They are assisting the Owners Corporation with managing the common property, controlling the use of the common property by non-residents, arranging the maintenance and repair of common property.
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