PROPERTY MANAGEMENT & MAINTENANCE
Aegis provides disciplined HOA/Condo Association Management, Facility Operations & Maintenance, and Rental Property Management—backed by transparent reporting, proactive maintenance planning, and responsive issue resolution to protect asset value and reduce disruption.
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HOA/Condo | Facilities | Maintenance Coordination | Capital Improvements
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Homeowners Associations (HOA) / Condo Association
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Facility & Building Operations
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Maintenance Coordination & Vendor Management
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Rental Property Management
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Apartment Complexes
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Renovations & Capital Improvements (separate contract)
What do you need managed?
The following 4 sections apply to all three (3) paths:
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How We Work
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Portal & Work Orders
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Maintenance Model
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Service Standards
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1. How We Work
We operate with documented processes so priorities, approvals, and follow-through don’t depend on personalities.
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Assess: baseline property assessment, current vendor/contract review, priority issue list
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Stabilize: implement maintenance cadence, reporting format, and approval thresholds
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Execute + Report: work orders, inspections, vendor coordination, and consistent reporting rhythm
Monthly reporting package includes (examples):
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Work order summary (opened/closed/aging)
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Maintenance activity and upcoming scheduled services
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Vendor actions and performance notes
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Risk items and recommended next actions
2. Resident/Owner Portal & Work Order System
To improve responsiveness and visibility, Aegis is implementing a management platform that supports work orders, communications, and reporting.
Platform:
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Online service requests and status tracking
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Centralized communication history
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Document access and reporting visibility (as configured)​
3. Maintenance Delivery Model
A single maintenance model keeps expectations consistent across HOA, facilities, and rentals.
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PPM (Planned Preventative Maintenance): scheduled services to reduce failures and extend asset life
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Reactive Response: triage, dispatch/coordination, approvals, and documented resolution
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Capital Recommendations: identify emerging capital needs early and recommend next actions (no reserve planning language)
4. Service Standards (Defined in the Management Agreement)
Service standards are established by agreement to match the property’s needs and the owner/board’s expectations.
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Emergency response escalation: Emergencies (life safety, security, active flooding/major leaks, power loss to critical systems, fire/life-safety alarms) are acknowledged within 15 minutes and triaged/dispatch initiated within 60 minutes, with escalation per the designated contact list and an agreed Emergency NTE limit..
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Work order acknowledgement target: Non-emergency work orders are acknowledged within 1 business day with priority, next step, and target timeframe.
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Routine request turnaround target: Routine requests will be scheduled for completion within 3–7 business days after required approvals are received and vendor availability is confirmed. Requests requiring multiple trades, long-lead materials, or Owner/Board approval will follow the approved schedule and will be communicated with an updated target date.
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Reporting cadence: Monthly report issued by the 10th business day of the month; weekly updates provided during active repairs or capital work.
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Vendor COI/Insurance tracking: Vendors must have current COIs on file (per agreement minimums) before non-emergency dispatch; expirations are tracked and non-compliant vendors are paused until coverage is renewed.​​​​​​​​​
Service levels may be adjusted by property type, after-hours coverage, and vendor availability, and are finalized in the management agreement. Minimum limits are established in the management agreement and may be adjusted based on scope and risk.
HOA / CONDO OPERATIONS MANAGEMENT
We help boards run communities with clear governance support, disciplined vendor management, proactive maintenance coordination, and reporting that makes decision-making easier.
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Board support: agenda preparation, meeting coordination, action tracking, board-ready reporting
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Vendor sourcing and management: bid requests, scope alignment, contract administration, COI/insurance tracking
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Community inspections and maintenance coordination with documented closure
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Resident communications and service request intake with documented resolution
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Compliance coordination and documentation support
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Financial Management Support (by board preference): in-house accounting/reporting OR coordination with a third-party provider (scope defined in agreement)
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Capital projects support: Aegis GC services are always available to consider under a separate contract at the board/owner’s discretion (see Renovations & Capital Improvements)
Compliance:
Association management services are provided by licensed Community Association Managers in accordance with Florida requirements.
FACILITY & BUILDING OPERATIONS & MAINTENANCE
Aegis keeps buildings operating safely and efficiently through proactive planning, documented inspections, and coordinated vendor service delivery—minimizing downtime and improving visibility into building issues.
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Planned Preventative Maintenance (PPM) scheduling and oversight (HVAC, electrical, plumbing, life-safety coordination)
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Work order intake and vendor dispatch coordination
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Routine inspections and issue tracking with documented closure
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Building envelope observation and maintenance planning (roof/façade)
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Janitorial, landscaping, lighting, and minor upgrades vendor coordination
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After-hours escalation and emergency response coordination
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Monthly reporting: open issues, recurring problems, vendor performance, upcoming needs
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Capital repairs & improvement coordination: Aegis GC services are always available to consider under a separate contract at the owner’s discretion (see Renovations & Capital Improvements)
RENTAL PROPERTY MANAGEMENT
For owners who need rental oversight, Aegis supports leasing coordination, tenant lifecycle administration, inspections, maintenance coordination, and disciplined collections processes—backed by clear documentation and consistent communication.
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Marketing coordination and showing management
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Applicant screening process and selection support
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Lease execution and renewals (through in-house broker arrangement)
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Rent collection processes and delinquency follow-up
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Move-in/move-out inspections and documentation
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Maintenance coordination and vendor management
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Eviction coordination (documentation + attorney coordination as required)
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Renovations/capital repairs: Aegis GC services are always available to consider under a separate contract at the owner’s discretion (see Renovations & Capital Improvements)
Licensing note: Leasing and rental activities are performed through Aegis’s in-house broker arrangement in compliance with Florida requirements.
Renovations & Capital Improvements (Separate Contract)
Because Aegis is also a licensed general contractor, we can be directly retained for renovations and capital improvements for HOA/Condo associations, facilities, and rental properties—under a separate construction contract with documented pricing and approvals. We will always make our construction capabilities available to consider; however, selection and use of Aegis for construction work is entirely at the board/owner’s discretion.
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Procurement integrity: When Aegis is considered for construction work on a managed property, the board/owner’s approval process and pricing documentation are maintained to support transparent decision-making; competitive bids can be solicited when required or preferred.
