The Contract and Job Description of a Building Caretaker and Guard

The caretaker and the guard are important pillars of a well-run complex. A clear definition of duties and a transparent contract prevent disputes and misunderstandings. In this article we review their duties, key contract points, and how to manage building staff.

What are a building caretaker’s duties?

The caretaker is responsible for the building’s day-to-day upkeep. Their most important duties usually include:

• Cleaning common areas: the stairwell, lobby, yard, and parking lot.
• Looking after facilities: daily checks of common-area lighting and reporting faults.
• Handling mail and parcels: receiving and delivering residents’ items.
• Assisting management: carrying out tasks assigned by the manager or board of directors.

The guard’s duties and how they differ from the caretaker

The guard focuses more on security and access control: controlling the entry and exit of people and vehicles, watching over the entrances, and responding to suspicious cases. In some buildings one person holds both roles, while in large complexes these roles are separate.

Important points in a caretaker and guard contract

• A precise job description: a clear list of duties to prevent disputes.
• Working hours and leave: a transparent statement of working times and a substitute during leave.
• Pay and benefits: in line with labor law and the agreement between the parties.
• Caretaker’s accommodation: the terms for using the caretaker’s unit, if one exists.

Managing building staff with software

Hamkhoneh building management software, by keeping staff records and contractor contracts and recording wage costs as expenses in the complex’s accounting, makes managing the caretaker and guard transparent. Also see the article on apartment ownership law and the duties of the board of directors and common problems building managers face.

Frequently Asked Questions

Should the caretaker’s contract be in writing?

Yes. A written contract with a job description and working conditions clarifies the rights of both parties and prevents disputes.

Who pays the caretaker’s wages?

The caretaker’s wages are paid from the building’s service charges by the manager or board of directors and must be recorded transparently in the complex’s accounts.

Is the caretaker’s unit part of the common areas?

The status of the caretaker’s unit depends on the building’s title deed; in many cases it is considered part of the common areas.

How do we record staff attendance?

Recording staff attendance is not part of Hamkhoneh; use a logbook or an attendance device for that. In Hamkhoneh you can keep staff records and record the wages paid as expenses in the complex’s accounting.

Further reading

• What Is Building Management Software and What Can It Do?
• How to Choose the Best Building Management Software: A Buyer’s Guide (2026)
• Best Way to Manage Building Service Charges for Residential Complexes

Complete guide: building management software