FCA-004Critical Issue
Stairwell 1 Riser room
Building AThird FloorCommon Area
Plumbing & Fixtures
Active leak
Industries
Out-of-State Property Owners
You own property in DFW. You make decisions from your desk. Proportional FM is the local presence that makes those decisions possible.
- 15+Years of principal facilities experience
Project Management Professional- 5.0Google rating
- InsuredGeneral liability, E&O and workers' comp
- 105Published facilities insights
Documentation as the product. Your desk as the field office.
Out-of-state and out-of-town property owners face a specific challenge: they cannot verify what they cannot see. Vendor calls go unanswered. Conditions are reported verbally, if at all. Capital decisions are made on incomplete information. The property accumulates deferred maintenance that surfaces at the worst time.
Proportional FM is a local DFW presence that operates on your behalf. Assessments are thorough, photo-documented, and written for an ownership audience: not for on-site personnel. The report is designed to give you a complete picture of your property’s condition without requiring you to get on a plane.
Vendor work is coordinated and verified locally. Issues are escalated with documentation, not just a phone call. Capital priorities are ranked so you can allocate spend from your desk with confidence.
What remote ownership gets
- Thorough, photo-documented condition reports: ownership-facing, not field notes
- Priority-tiered findings: know what is urgent, what can wait, and in what order
- Local vendor coordination: we manage execution, you approve scope and investment
- A retained operational record: your portfolio's work history, vendor performance, and condition trail, available as long as we work together
- Consolidated billing options: one invoice per period, no individual vendor management
- Capital planning support: condition data to allocate spend from anywhere
“The goal is to leave you with a complete property record and a prioritized action list: everything you need to make the next decision without needing to be there.”
Proportional FM
What you get
See the condition of your building without being on site
Every finding is a photograph, a written note, a category, a priority and a location in the building. Ownership opens the report from anywhere, with a PDF for the file.
Open the sample report
FCA-003Critical Issue
Stairwell 1
Inoperable exit light
Electrical & Lighting
FCA-060Issue Observed
West roof boiler room
Water and wall damage
Walls & Finishes
Custom trackers
What was done, what is still needed, and what was billed, on one page
Managing a building from somewhere else, the hard part is keeping the thread: what was approved, what was finished, and which invoice covered it.
When a property needs it, we build a tracker for that property. It changes when the work does: a new proposal, a finished repair, a new invoice.
- Work completed and work still needed, separated by building
- The equipment on the roof and in the mechanical rooms, with its service history
- Every invoice line tied to the work it paid for, and every finished job tied back to its invoice
- One link you and your owner's representative open from anywhere, with nothing to install
Standard reporting comes with the work. A custom tracker is a separate build for a property that needs one, scoped and priced as its own line in the written proposal.
Open a full tracker from a real engagementSee everything clients openService Activity Log
Two-building office property · updated Sep 15
Building A
Rooftop and mechanical equipment
RTU-A1 Packaged rooftop unit
PM performed Sep 12RTU-A2 Packaged rooftop unit
InspectedEF-A1 Restroom exhaust fan
- Supply line fitting dripping into the vanity
- Fitting and supply line replaced; no further leak
Building B
Rooftop and mechanical equipment
RTU-B1 Packaged rooftop unit
PM performed Sep 12CU-B2 Split system condensing unit
Needs verification
Not a property manager
Proportional FM handles facilities condition, maintenance, and vendor oversight: not tenant relations, lease administration, or rent collection.
Not a trade vendor
Proportional FM coordinates and documents. Licensed specialty trade work is performed by vetted DFW vendors managed under Proportional FM's oversight.
Not a compliance service
All assessments are non-invasive visual observations. No code compliance review, no ADA commentary, no regulatory opinions of any kind.
Work delivered for
Archer Western
The Goddard School
Spanish Schoolhouse
Blue Ridge Industrial
Sason
Frequently asked questions
How does Proportional FM serve out-of-state property owners?
Proportional FM provides the local presence you do not have. We conduct assessments, coordinate vendors, verify work, and deliver documentation in a format designed for ownership review from anywhere. The goal is to give you the information you need to make decisions without requiring a site visit.
What does the reporting look like for remote owners?
All reports are photo-documented, priority-tiered, and written for ownership audiences: not for on-site personnel. Each finding includes: what was observed, what the implication is, what the recommended next step is, and what priority it represents. You receive a complete picture of your property's condition without needing to interpret field notes.
Can Proportional FM manage vendor relationships on behalf of an out-of-state owner?
Yes. Under the Proportional FM-contracted vendor model, we manage the vendor relationship directly, verify work, and deliver consolidated billing. You approve scope and investment before any work begins: but you do not need to coordinate the execution. Under the client-retained model, you hold the vendor contracts and Proportional FM coordinates and verifies on your behalf.
How quickly can Proportional FM respond to issues at a DFW property?
Proportional FM is based in Dallas–Fort Worth and serves properties across the metroplex. Routine coordination and vendor management happen on your behalf continuously. For time-sensitive situations, we engage local vendors and report back to ownership with documentation, not just a phone call summary.
What Ownership Receives
See the reporting before you engage
The deliverable is the documentation. Here is what it looks like and how it has worked for owners operating DFW property from elsewhere.
Your DFW property deserves a local presence with documentation you can act on.
Tell us about the building. We cover Dallas–Fort Worth and respond within 1 business day.
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