Build a role matrix for a managed-property roof repair

Name each role without combining them

Create a simple project sheet with the leak reporter, affected resident or tenant, on-site access contact, property manager, owner or board representative, contract signer, payment contact, roofing contractor, and any consultant or insurer contact. One person may hold several roles, but write them separately. Include direct phone, email, preferred contact method, and backup. Do not treat a maintenance request, board discussion, or resident consent to enter as approval to contract for work.

Define what each person can approve

Record who may authorize inspection, temporary protective work, testing or openings, base contract scope, change orders, after-hours access, and payment. If authority depends on a spending limit or formal vote, keep the supporting record with the proposal version being approved. This guide does not determine legal responsibility or interpret governing documents. The association, owners, manager, and their advisors should resolve those questions using the actual documents and facts.

Use the matrix during every handoff

Give the contractor the correct authorizer and a separate on-site contact. Give residents clear scheduling and access instructions without asking them to approve price or scope. Route field discoveries to the named change-order decision maker and document any delay caused by unavailable authority. At closeout, send the completion record to the designated manager or owner and preserve notices for affected occupants. A current role matrix prevents a field conversation from becoming an accidental commitment.

• Write Not confirmed beside every unresolved role
• Update names when management or occupancy changes
• Keep emergency contacts separate from contract authority

Resolve conflicts before mobilization

Compare the role matrix with the management agreement, ownership information, association direction, and contractor paperwork available for the project. If names, spending limits, addresses, or access instructions conflict, stop and obtain written clarification from the responsible party. Do not ask the field crew to decide who controls a unit or common area. Send the final matrix only to people who need the information, especially when it contains resident phone numbers, gate codes, or alarm notes. A short preconstruction review can prevent canceled visits, unauthorized changes, and invoices sent to the wrong party. Add an effective date and the preparer's name to the matrix. Archive the prior version when authority or occupancy changes so later reviewers can understand which instructions applied during each visit.