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🧻 Supplies Ordering & Vendor Management

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Purpose:
To ensure all properties are consistently stocked with essential supplies, linen inventory is maintained to standard, and vendor services are procured with cost-efficiency and owner approval in mind.

🧴 1. Essential Monthly Supplies

The following items should be stocked monthly for each property, stored securely in the cleaners’ locked closet:

  • Toilet Tissue
  • Paper Towels
  • Trash Bags (Large & Small)
  • Dish Detergent
  • Dishwasher Pods
  • Sponges
  • Laundry Detergent
  • Hand Soap
  • HVAC Filters
  • Coffee, Creamer, Sugar (based on machine type)

Ordering Guidelines:

  • Always try to find bulk deals for lower cost per item.
  • Use the Easy Air Amazon Business account and save items to the appropriate property’s cart.
  • Orders should be placed separately for each property whenever possible to simplify expense reconciliation.

Note: Avoid unnecessary purchases if an owner has had high expenses that month. Think like an owner—only order what’s truly needed.

🛠 2. Inspector Supplies (Business Expenses)

You are allowed to purchase reasonable work-related items to make your job easier. Keep these items on hand (in your car or toolkit): If any of the below items are for a specific house, then they will become property expenses.

  • Basic Toolkit (screwdriver, pliers, hammer, gloves, outlet tester, etc.)
  • Batteries (all sizes)
  • Light Bulbs
  • Plug-In Air Fresheners
  • Lysol Wipes
  • Sanitizer Spray
  • Extra guest supplies (toilet paper, hand soap, etc.) for last-minute or same-day check-ins

🚫 Instacart Policy

Instacart should be a last resort. It incurs premium pricing and delivery fees.

  • Do not rely on Instacart for basics like toilet paper or hand soap.
  • Use it only for emergencies or unique guest situations that fall outside normal stocking procedures.

🛏 3. Linen & Towel Inventory

This is YOUR responsibility—not the cleaner’s.
Inventory should be tracked per property and audited weekly using your own system.

Linen Policy Per Bed:

  • 2 sets of each per bed:
    • Fitted Sheet
    • Flat Sheet
    • Pillow Cases
    • Mattress Protector
    • Pillow Protectors
    • Duvet
    • Duvet Cover

Towel Per Guest:

  • 2 full sets per max occupancy:
    • Bath Towel
    • Hand Towel
    • Wash Cloth

Example: House sleeps 6 → should have 12 of each towel type.

Pool/Beach Towels:
Only 1 set per max guest capacity is needed. No reserve stock required unless damaged.

🧺 Linen Ordering

  • Stick to the same brand for consistency.
    • You can use the Amazon Business Wishlist for replacements if you need help deciding.
  • Respect any owner-specific preferences (brand, color, material, thread count).
  • Only reorder when necessary.
  • If linens are stained beyond repair, submit a damage claim and purchase a replacement.

🧰 4. Vendor Hiring Guidelines

Use in-house maintenance whenever possible. When outsourcing:

Jobs Over $500:

  • Must get owner approval.
  • Gather 3 quotes for owner to choose from.
  • Explain value, scope, and timeline for each quote.

Jobs Under $500:

  • Use your best judgment.
  • Negotiate when possible.
    Leverage that you manage multiple properties and may bring them future business.

Examples of Specialized Vendors:

  • HVAC
  • Plumbing
  • Electrical
  • Flooring
  • Painting
  • Roofing

✅ Summary of Best Practices

  • 🛒 Buy in bulk per property, use business Amazon account
  • 📦 Store supplies at a central location or in your car
  • 🔁 Keep backups for last-minute check-ins
  • 📊 Track linens & towels weekly
  • 💵 Use discretion and be cost-efficient
  • 🧾 Submit receipts and expenses on time
  • 📞 Get owner approval for large jobs and always seek multiple quotes

This SOP helps ensure consistent guest experience, protects owner income, and supports a well-run operation across all properties.