Hi Jackie,
I keep a really simple excel spreadsheet that doesn’t require ‘better than average’ spreadsheet knowledge!
I use a different tab along the bottom for each almshouse flat (we only have 4) and manually record when any maintenance / decoration work is done, who by and cost. At the top of each page I have typed a reminder to myself that e.g. Trustees have agreed flats should be redecorated every 7 years; bathrooms x years and kitchens x years. Then I can easily check each flat to see if anything is needed.
I also have a tab for communal area, which in our case is just a hallway and stairwell, as well as external building and garden.
I tend to forget to keep it updated every time some work is done, but going on it every six months or so it’s easy to fill in a couple you may have missed and easily check where things are up to.
May be a bit clunky for those who are more spreadsheet savvy, but it works for me!