The Practice · 05 · Maintenance Services
Property Maintenance Coordination
Protecting your community investment through proactive maintenance planning, trusted vendor partnerships, and rapid emergency response. We keep your property in peak condition so residents enjoy a safe, well-maintained environment year-round.
The Approach
Proactive Maintenance That Protects Property Values
Deferred maintenance is the silent killer of community association property values. A small roof leak becomes water damage becomes structural repair becomes a six-figure special assessment. At Stellar Property Management, we break that cycle with preventive maintenance programs that catch problems early, systematic property inspections that identify issues before they escalate, and trusted vendor relationships that deliver quality work at competitive prices.
Our maintenance coordination team manages every aspect of your property upkeep, from routine landscaping and janitorial services to complex capital improvement projects. We maintain a vetted network of licensed, insured contractors who understand the unique requirements of community association work and deliver consistent quality across every project.
When emergencies happen, our 24/7 emergency response line ensures your community is never left waiting. Whether it is a burst pipe at 2 AM, storm damage on a holiday weekend, or a power outage affecting common areas, our team coordinates the immediate response and follows through until the situation is fully resolved.
Our Maintenance Standards
- 0124/7 emergency response line for all communities
- 02Preventive maintenance schedules for every property
- 03Vetted, licensed, and insured contractor network
- 04Competitive bidding on all major projects
- 05Regular property inspections and condition reports
- 06Capital project management from planning to completion
- 07Seasonal maintenance programs for Chicago weather
- 08Online maintenance request portal for residents
Scope of Service
Comprehensive Maintenance Services
From daily upkeep to major capital projects, our maintenance coordination keeps your property in excellent condition and your residents satisfied.
Preventive Maintenance Programs
Scheduled inspections, seasonal maintenance calendars, and component lifecycle tracking that extends the life of your property assets.
Vendor Management
A curated network of vetted contractors, competitive bids, documented scopes, and performance follow-through for association work.
24/7 Emergency Response
Round-the-clock emergency line staffed by experienced professionals who coordinate immediate response to protect your property and residents.
Capital Project Oversight
End-to-end management of major projects including scope development, competitive bidding, construction oversight, and warranty tracking.
Property Inspections
Regular walk-through inspections that identify maintenance needs, safety concerns, and code compliance issues before they become costly problems.
Contractor Vetting
Thorough verification of licenses, insurance, references, and work history for every contractor who works on your property.
In Depth
Capital Project Management Done Right
Major capital projects represent the largest expenditures your association will face, and how they are managed directly impacts both your finances and your property values. Whether it is a full roof replacement, elevator modernization, facade restoration, or parking structure repair, Stellar Property Management brings the project management expertise to ensure every capital project is completed on time, within budget, and to the highest quality standards.
Our capital project process begins with thorough scope development and engineering assessments. We then solicit competitive bids from qualified contractors, present detailed comparisons to your board, and manage the entire construction process with regular progress reports, quality inspections, and budget tracking. We also coordinate resident communications to minimize disruption during construction.
After project completion, we manage warranty documentation, schedule follow-up inspections, and update your reserve study to reflect completed improvements. This comprehensive approach ensures your capital dollars are invested wisely and your property improvements deliver lasting value for the community.
Board Knowledge Center
Building Operations & Capital Planning
Maintenance, vendors, capital projects, building compliance, emergencies, and physical operations.
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Where we practice Maintenance & Operations.
This work looks different block to block. See how we serve the communities where it concentrates.
Board Questions
Outages, repairs, and who is responsible.
Clear scope, clear pricing, and a transition plan your board can evaluate before making a decision.
What happens when heat or hot water goes out in the building?
In nearly every condominium the boiler and distribution piping are common elements, which makes restoring service the association’s responsibility rather than an individual owner’s. Report it to the 24/7 emergency line at 773.728.0652 rather than waiting for business hours. From there the sequence is dispatch a licensed mechanical contractor, confirm the cause, authorize the repair under the board’s spending authority, and keep residents informed until service is back. A building without heat in cold weather is an emergency, not a work order.
How are residents told about an outage and when service will return?
Notice should go out the same day an interruption is known, and it should say three things: what is out, why, and the best current estimate for restoration — updated as that estimate changes rather than left to go stale. Stellar posts notices in the building’s common areas and sends them to the resident email addresses and mobile numbers on file. Owners who have not given the association current contact details should send them to their manager, because a notice posted in the lobby will not reach someone who is away.
Is a repair my responsibility or the association’s?
The dividing line is the declaration, not intuition. Broadly, the association maintains common elements — roof, facade, structure, common plumbing risers, boilers, elevators, hallways — while owners maintain what sits inside their unit boundaries, including fixtures and finishes. Limited common elements such as balconies and assigned parking often follow special rules. Because declarations vary, the answer for your building comes from your own recorded documents.
Who answers the emergency line after hours?
The 24/7 emergency line at 773.728.0652 reaches a person rather than a voicemail box checked the next morning. It is for conditions that threaten people or property and cannot wait for business hours: burst pipes, no heat in cold weather, flooding, elevator entrapment, fire and life-safety alarms, roof or facade failures, and power loss to common areas. For anything life-threatening, call 911 first and the emergency line second.
How are vendors selected, and does the board see the bids?
Vendors are checked for licensing and current insurance before they work on association property, and material work goes out for competitive bids. The board sees those bids and makes the award — a management company that picks contractors without board authorization has the relationship backwards. For capital work we recommend a written scope prepared before bidding, so the proposals a board compares are genuinely comparable.
What is preventive maintenance and why does the board keep hearing about it?
Preventive maintenance is scheduled service on building systems before they fail — boiler and cooling-tower servicing ahead of the season, elevator contracts, roof and gutter inspections, backflow and life-safety testing, tuckpointing surveys. It matters financially, not just operationally: deferred maintenance is the most common route to an emergency repair funded by a special assessment. A maintenance calendar tied to the reserve study is how associations avoid that outcome.
A Private Consultation
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Join 42 Chicago-area associations that trust Stellar Property Management. Contact us today for a free consultation and discover why we maintain a 96% client retention rate.