Facilities Management Pest Control

One Agreement Across the Whole Portfolio

Managing pest control building by building creates the problems facilities teams know well: four contractors with four report formats, no way to compare activity across the portfolio, and a scramble for paperwork every time a client asks for compliance evidence. A single agreement removes that overhead.

A single point of contact, where you want one

Where you want the portfolio run that way, your nominated contact holds the servicing calendar for every building, coordinates the technicians attending them, and takes escalations for the whole contract. Site contacts still deal with the technician on the day for practical arrangements, and anything above that goes to one person who knows the portfolio history.

Consolidated reporting

Every building reports into the same portal in the same structure. You can open one site, a region or the entire portfolio, download twelve months of service history for an audit, and see pest-activity trends developing across buildings before any single site has a problem. That cross-portfolio view is the part a building-by-building arrangement can never give you.

One invoice, per-site cost visibility

Each site is priced individually, and where it suits your finance process we bill the portfolio on one consolidated document while asset managers still see what each building costs. Reactive callouts are itemised against the asset that generated them, which makes a recurring problem building visible in the numbers as well as in the reports.

Consistent standards at every address

The same program specification, equipment standard, product range and report format apply everywhere. An auditor or a client representative arriving at any building in the portfolio finds documentation identical in structure to every other building on the contract.

Documentation That Feeds Your Systems

Facilities and asset managers are audited on evidence, and a pest program that produces good outcomes with poor paperwork will fail a compliance review anyway. Our reporting is built to be handed on.

• A digital report after every attendance — pest activity found, devices inspected and their condition, treatments applied with the product name and rate, site observations, and the corrective actions we recommend to the building owner or occupier.
• Numbered site plans — each bait station, monitor, fly unit and trap mapped and numbered per building, which gives an auditor a physical reference and gives your team a record of what is installed in the asset.
• Chemical registers and safety data sheets — every product is APVMA-registered, applied to label by a licensed technician, and recorded with its safety data sheet available for the site file. Our published sheets sit on the safety data sheets page.
• Pest-activity trend logs — activity recorded per device over time, which turns a series of visits into evidence about whether the program is working at that asset.
• Reactive callout records — every unscheduled attendance is documented against the site in the same sequence as the scheduled program, so the service history is complete.
• Portal access around the clock — reports, invoices and job photos download whenever they are needed, including at the moment a client asks for them. Compliance documentation exports in seconds.

Where your organisation runs a maintenance system or work-order platform, the report for each attendance downloads as a document you can attach to the corresponding work order and close it out with evidence. Our reporting platform is described in full on the digital reporting page.

Planned Servicing and Reactive Attendance

A facilities pest program runs on two tracks, and both belong in the agreement.

Planned preventive servicing

Scheduled attendances are set per building against its risk profile and the standard it is held to. A single-tenancy office might sit on a quarterly cycle; a retail centre with a food court is usually monthly; a food-manufacturing site may need fortnightly attendance to satisfy its own audit program. Each visit inspects the fixed monitoring points, treats where activity is present, checks the proofing and entry points, and records the condition of the asset.

The value of the planned track is early detection. A rodent monitor showing activity in a roof void in March is a small job; the same colony discovered in a ceiling tile above a tenant’s kitchen in June is a work order, a complaint and a reputational problem.

Reactive callouts

Between scheduled visits, pests appear at the worst moment: a wasp nest by a building entrance in high summer, cockroaches reported in a tenancy the week before an audit, birds nesting on a plant deck ahead of an inspection. Reactive attendance is part of a facilities agreement, with the response commitment written into the contract and matched to the asset. Protech operates 24/7 including emergency callouts, and same-day attendance is normally available across Melbourne.

Program review

Recurring callouts at one building are treated as a signal about the asset. We review the trend data, identify the structural or operational cause — a failed door seal, a bin compound washed down into a drain, a roof penetration left open after a services upgrade — and recommend the proofing or frequency change that ends the cycle. The recommendation goes in the report, which gives you the documentation to justify the capital or maintenance spend it needs.

Working With Cleaning, Waste and Maintenance Contractors

Most persistent pest problems in a managed building are solved by another trade. Our reports say so plainly, and they say which trade.

Cleaning. Grease behind cooking lines, food debris under fixed equipment, floor wastes and spillage in loading areas feed cockroach and fly populations continuously. Where a treatment is being undone by a cleaning gap, we identify the location and the frequency needed, so you can direct it to the cleaning contractor with evidence attached.

Waste. Bin numbers, collection frequency, compound wash-down and drainage fall are the variables that decide whether a waste compound supports a rodent population. We record the condition of the compound on each visit and recommend the changes that reduce the pressure, and the effective change is often an increase in collection frequency.

Building maintenance. Door seals, dock seals, mesh over vents and weepholes, sealing services penetrations, drainage repairs and roof capping are the permanent fixes for entry. We specify the proofing work by location so your maintenance team or trade contractor can quote and complete it, and we verify it on the next attendance.

Projects and fit-outs. Works that open ceilings, walls and services voids move existing pest populations through a building and create new entry points. Where we know a fit-out or upgrade is planned, we schedule attendance around it and inspect the affected areas at completion.

This coordination is where a facilities manager gains the most from a single accountable pest contractor. The pest report becomes a maintenance instruction with a location, a cause and a recommended action, which is documentation you can act on and evidence you can produce later.

Onboarding a New Site or Portfolio

Taking on a building from another contractor is where compliance records usually break. Our onboarding closes the gaps before the first scheduled service.

1. Site walk and equipment audit. We inspect each building with your facilities contact and record every bait station, monitor, fly unit and trap already installed, including the ones forgotten in roof voids and plant rooms.
2. Program specification. Servicing frequency, pests covered, equipment standard, access and induction arrangements, out-of-hours requirements and the reporting format are agreed per building and written into the agreement.
3. New site plan. Each building receives a fresh plan with every device numbered and mapped, which becomes the reference for your audit folder and for every technician who attends.
4. Baseline report. The first attendance records the condition of the asset, active pest pressure, structural entry points and the proofing recommendations, which gives you a documented starting position for the portfolio.
5. Portal set-up. Your team receives portal access with the sites configured, so reports and compliance documents are available from the first visit onward.

Onboarding is planned around the number of buildings, with the existing servicing cycle maintained throughout so no site is left unserviced. Where a portfolio is going to a formal tender, our submission process is set out on the tenders and service contracts page.

Buildings and Portfolios We Service

Protech services facilities managers, asset managers, property managers and building managers across metropolitan Melbourne, covering:

• Office buildings and commercial tenancies, including multi-tenant floors and vacant tenancies between leases
• Strata and owners corporation common property, where the reporting has to be tabled at a committee meeting
• Managed residential and commercial property portfolios, including tenancy turnovers and end-of-lease work
• Retail centres, food courts and shopping precincts
• Factories, warehouses and distribution centres with large perimeters and constant goods movement
• Government, council and public facilities with formal procurement and reporting requirements
• Healthcare and aged-care facilities where treatment planning has to work around vulnerable occupants
• Schools, campuses and childcare centres serviced outside occupied hours

Specialist services attach to the same agreement where the asset needs them: termite management for buildings with timber structure or slab penetrations, bird proofing and netting for rooftops, plant decks, signage and loading areas, and subfloor ventilation where moisture is driving activity underneath the building.

Why Melbourne Facilities Managers Choose Protech

Reporting written for your audience. Every report is presented so it can go straight to a landlord, a tenant, an auditor or a board, with the pest activity, the treatment, the product and the recommended corrective action all in one document.

One accountable contact for the portfolio. An account manager who holds the servicing calendar for every building, handles escalations, and answers for the contract as a whole.

24/7 attendance, including emergencies. Reactive callouts sit inside the agreement, with same-day attendance normally available across Melbourne and round-the-clock response for situations that cannot wait.

Accredited, licensed and prequalified. HACCP, NPMA and AEPMA accreditation, CM3 contractor prequalification, fully licensed and insured technicians, and APVMA-registered products applied strictly to label.

A genuinely local team. Operating from Campbellfield since 2001 with more than 40 years of combined industry experience, rated 4.8 stars from 405 Google reviews, and covering metropolitan Melbourne with our own technicians.

Guarantee terms in writing. Commercial pest management carries the guarantee terms set out in your service agreement, matched to the service frequency, and those terms are agreed before the contract starts. See the guarantee page for our full position.