Mainteance request systems for apartments buildings

[Wayne Helms]

I am closing my 1st apartment building this Friday. It is 8 residential units and 2 store fronts. We have an in house maintenance man.

What systems do you use for maintenance requests?

1. residents has an issue

2. What form is used. Do they have to get a request form from the maintenance man for each issue each time? 
Do we give them a stack of requests per apartment?

3. Do we have a phone conversation with the maintenance man for each job before he starts? We want to ensure quality work and payment is fair.  

4. How do we close out the job? 

Thanks in advanced