Coordinate internal service responsibilities

This page is for internal teams coordinating property-service responsibilities around an occupancy change. It is not the tenant move-in process, an alteration review, or a post-handover warranty route. Use the separate approved process when the work falls into one of those areas.

Start by identifying the property and expected change window. Then make service ownership and unresolved handoffs visible to the roles responsible for that property.

Coordinate the transition

An internal coordination sequence; local owners and approved procedures determine the actual work.

  1. 1

    Name the property and change window

    Identify the building or community, the affected area, and the expected timing of the occupancy change.

  2. 2

    Identify service roles affected

    Check which property-management, maintenance, and resident-service roles need context for the change. Use local ownership information rather than assuming portfolio-wide assignments.

  3. 3

    Share known service handoffs

    Pass on relevant open coordination items and their known receiving roles through established local channels. Separate confirmed observations from assumptions.

  4. 4

    Record unresolved ownership with the right team

    If a responsibility or receiving role is unclear, ask the local property-management role to identify the appropriate owner. Do not mark work approved or complete without confirmation from the responsible process.

Distinguish coordination from separate processes

Internal coordination

Routine occupancy change: align internal service context

Example: a commercial suite is expected to change occupants next month. Property management identifies the suite and change window; maintenance coordination and resident-facing roles receive relevant service handoff context for that property.

  • Keep the discussion focused on internal service ownership.
  • Use established local channels for any resulting service handoff.
Separate process

Tenant alteration proposal: use its separate review route

Example: a tenant proposes a change to the premises. That proposal belongs in its designated tenant alteration and owner-review process; this occupancy coordination page does not assess or authorize it.

  • Do not treat an occupancy change as alteration approval.
  • Use the separate approved alteration route.