How do you go about tracking information about your properties like what size air filters or other specs you might need to reference when out getting parts for a unit, when preventative maintenance tasks are due, what keys are associated with it, data on major equipment, etc? 

Well, I understand saving money, however, I'd ask a few questions on a plan to handle:1) Tenant has clogged toilet overflowing at 1000PM2) It's vacant and someone wants a tour tomorrow3) You have a crap tenant, how do you give notice/FED4) They institute rent control and you have new rules to follow5) How do you do service of notice6) They have too many people in the unitI think I'd hire one just to learn the new market, but you can do mgmt from a distance.

A nearby military base keeps the area stable and recession resistant, but it also prevents any real job or production growth here.

With your situation above I would focus on what was not disclosed in the condition report/seller discloser report (if you got one or even have one in your state) and'/or focus on the item that the next buyer might want to be fixed as well and/or things that will prevent you from getting financing.

I am likely going to pay it, but any recommendations on how to prevent it in the future would be great!

@Michael Clay  Personally I've found that regardless of wanting to do this (getting OF and then re-selling with OF), the sellers attorney will put in language to prevent it. 

What background history can prevent you from obtaining your license?

Not sure how you clean something for a smell... but can imagine that they might also do things where the unit was just dirty... like clean the coils, etc that may not be applicable to a smell... so you might be able to argue that some of his maintenance was preventative, and not tenant induced.  

I wonder what the legality around it would be, or if there is anything in the executive orders preventing it.

However, if your credit is preventing you from getting a bank loan now, will it be where it needs to be 12 months from now when you need to refi out of that high interest hard money loan when it comes due?