Top 5 Property Management Metrics to Track

29 April 2025
OfficeXtend, Outsourcing
1 min read

Top 5 Property Management Metrics to Track

In the world of property management, what gets measured gets managed—and what gets managed drives profit.

Tracking the right KPIs can help you reduce vacancies, increase tenant satisfaction, and streamline your operations.

Here are the five property management metrics you need to keep your portfolio running at peak performance.

1. Occupancy Rate

Formula: Occupied Units ÷ Total Units x 100

High occupancy = steady income. A dip here may indicate poor marketing, long turnaround times, or tenant dissatisfaction.

Pro Tip: Track monthly to catch trends early and address gaps quickly.

2. Average Days on Market (DOM)

How fast do your units get leased?

Longer DOM = higher vacancy costs. Reducing this metric can drastically boost cash flow.

Solutions: Improve listings, upgrade photos, or enhance tenant communication during the inquiry process.

3. Tenant Turnover Rate

How often are tenants leaving?

High turnover = more cost, time, and disruption. Aim to identify pain points early—communication delays, unresolved issues, or poor move-in experiences are common culprits.

4. Maintenance Resolution Time

How quickly are maintenance requests resolved?

Slow service = unhappy tenants. This metric directly affects retention and online reviews.

Target: Aim for under 48 hours per non-emergency request.

5. Rent Collection Rate

What percentage of rent is collected on time?

This reflects your billing and follow-up efficiency. Delays here hurt cash flow and signal weak communication or inconsistent enforcement.

Why These Metrics Matter

  • Increase profitability
  • Improve operational workflows
  • Elevate tenant satisfaction
  • Identify where to invest time and resources

Bonus: Get Help Tracking What Matters

At OfficeXtend, our virtual property management assistants help you:

✅ Monitor lease expirations & renewals

✅ Track tenant interactions and response times

✅ Follow up on maintenance & billing

✅ Keep your admin metrics organized and actionable

Don’t just manage—optimize.

👉 Book a free consultation to learn how we help property managers scale smarter, not harder.

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