Managing Building Supplies

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When it comes to managing condos, co-ops, and HOAs, small expenses like cleaning and maintenance supplies can add up if they are not tracked properly or negotiated effectively. And smart budgeting isn’t just about cheaper products; it’s about balancing quality and value.  

“Local vendors may not give a great discount or the best pricing,” says Piet Quackenbush, Vice President of Management for AKAM Northeast. “But when you’re buying bulk through larger distributors, you can negotiate, and I think that’s a way to fight the pricing battle. If your pricing isn’t competitive, make that switch right away.” 

Neglecting everyday inventory can also lead to waste, overspending, and operational inefficiencies. But little organization can go a long way to avoid unnecessary costs. 

“A big thing in every building is making sure your on-site staff are keeping supplies organized,” says Quackenbush. “For example, make sure all your janitorial items are in one place. Have one supply room or area so you can see where everything is, and what you have stocked. When it’s not together, you can’t tell if you’re out of something, so you order it, only to find out you already had it. I think that’s where a lot of waste happens.” 

Digital tools such as BuildingLink can also help managers monitor stock levels, track replacement histories, and set low-stock alerts. Quackenbush emphasizes that while automation and software streamline the process, manual checks are still essential to maintain accuracy and control. 

Any staff member who uses supplies should be involved in keeping track of them explains Quackenbush. “Real-time manual inventory is best. You have to train your onsite managers and property managers to look at every order. Don’t be afraid to question it if you see anything out of whack, like pricing.” 

At the end of the day, Board members count on their management company to keep track of inventory, present cost-saving opportunities, and maintain operational efficiency and compliance.

“Boards tend to give their on-site management a lot of autonomy,” says Quackenbush. “It’s our job to do quality control to make sure they’re taking advantage of discounts they could get.”