FROM: MARIO TORTORA
TO: RICHARD ALAYON
SUBJECT: EMPLOYEE JOB DESCRIPTION
FRONT DESK
JOB DESCRIPTION AND RESPONSABILITIES:
Knowledge of the Rules and Regulations is an important part of this position. Able to administer telephone, watch security monitors, use fire control and public address system, receive and give out packages and mail, control access to the front entrance of the building. Keeps Log Book of all incidents for each shift. Hands out forms, collects forms for Office. Sees that building mail is delivered. Works closely with Security Guard on duty, as well as Valet on duty. Can respond to emergencies calmly and correctly.
OVERVIEW: The Concierge/Security Officer mans the front desk, which is the communications center for routine interaction between visitors, residents and staff. The alarm monitoring equipment, Telephone lines, Walkie talkies and Rechargers, video monitoring and recording system and elevator locator monitors are all centered at this location. The first person who will greet the arrival of someone entering the building is the Concierge on duty at the Front Desk.
1. Responsibilities include, but are not limited to:
A. Controlling Access to La Gorce Palace, monitoring the common areas to insure the well-being and property of residents in the common areas. This is done by:
1.A.1. Announces all guests to residents by telephone before allowing them to proceed into the inner lobby and elevators. Refers to guests as “Mr. Smith”, “Sra. Garcia”, etc., and never announces guests by first name only.
1.A.2. Logs in all contractors in the Contractor’s Log. Sees that they properly park in the commercial parking spaces east of the garage exit gate, and that they pay valet parking in advance for the day. Instructs them to only use the freight elevator, and insures that the elevator pads are installed at the beginning of the day.
1.A.3. Does not allow contractors to work in apartments on weekends. (Estimates, minor tasks that will make no noise are acceptable exceptions (use your discretion), if no materials need to be brought into or out of the building.) Air conditioning repairs (not routine maintenance) can be considered an “emergency” repair and should be allowed.
1.A.4. Logs in all guests who will be staying in an apartment in the Visitor’s Log. Logs out all departing guests in the Daily Log for that shift.
1.A.5. Watches video monitors for unusual or questionable activity, and investigates further. Documents in the Daily Log any unusual circumstances, activities, observations or complaints. Writes Incident Report to Manager if situation needs to be brought to Manager’s attention.
1.A.6. Monitors activity in the swimming pool area using the video system. Knows how to monitor using the remote control function of the camera if necessary. Intervenes using the intercom if horseplay or unsafe pool behavior is observed, politely directing residents to observe pool and spa rules. Sends Rover on duty if necessary to further interact with rules violators. Notes exact time and details in Daily Log.
1.A.7. Does not allow keys to apartments to be left at the Front Desk, even temporarily. This is building policy, per the Board of Directors. We do not make exceptions. Direct anyone unhappy with this policy to see the Manager during office hours.
2. Demonstrates good judgment, can prioritize and resolve situation, which may arise, and knows when to refer situations to management for management resolution.
3. Knows how to “multi-task”, doing several things at once, but prioritizing depending on the needs and circumstances (i.e. greet someone, answer an incoming phone call, answer the fire alarm, etc.)
4. Can immediately identify and respond to an emergency.
5. Keeps cool and collected while assessing the situation.
6. Communicates clearly when requesting the appropriate assistance (fire rescue, valet, housekeeping, etc.)
7. FIRE ALARMS: For Emergency Call(Phone): 305-651-8122
A. Knows how to interpret the alarm message being displayed on the LCD panel read-out and how to relay the information to appropriate staff on radio for further investigation.
B. Determines whether false alarm or real fire event. If fire calls “911” IMMEDIATELY. Then directs staff to attempt to suppress the fire with extinguishers if necessary, and to knock loudly on doors to evacuate apartments on level of fire and above the floor where the fire is.
C. If fire cannot be suppressed immediately with extinguishers uses public address system to ask people to evacuate the building using the stairwells (elevators will go to lobby and out of service while alarm is on) and assemble on the beach area.
D. Knows location of list of handicapped people known in building and tries to ensure that they are contacted and given assistance from fire department upon their arrival.
E. Knows how to identify a smoke detector that is issuing false alarm and how to disconnect it.
F. Knows how to reset a pull-station in the event of a false alarm. Knows location of pull-station re-set key, key cabinet inside air conditioner closet by front desk.
G. Knows how to shut off the sprinkler system if the sprinklers have gone off in a location due to malfunction or damage. (See Instructions under “Sprinkler Emergency” in the Front Desk Manual.)
H. Knows where fire extinguishers are located and how to use them.
I. Knows location of the fire exits.
J. Knows how to use the “Acknowledge” button on the fire alarm panel while investigating a fire alarm.
K. Knows code ( Fire Code =372130) to give to alarm monitoring company in case there is a false alarm, so they do not call the fire department.
L. Knows how to contact fire alarm panel service company (Florida State Fire & Security: 305-651-8122) to report trouble or obtain further instructions.
8. ELEVATOR MALFUNCTIONS. Repair Phone number: 305-599-2171
A. Knows how to determine location of an elevator using the screen inside the cabinets near the fire alarm panel.
B. Knows how to contact the trapped occupants of an elevator using the emergency phone inside the elevator. Telephone numbers for elevators:
8.B.1.8.2.1 Elevator No. 1: 305-861-4276
8.B.2.8.2.2 Elevator No. 2: 305-861-1750
8.B.3.8.2.3 Elevator No. 3: 305-861-7590
8.B.4.8.2.4 Elevator No. 4: 305-861-8598
8.B.5.8.2.5 Beach Elev. 5: 305-865-1503
C. Knows where elevator door opener is kept (in key cabinet inside air conditioning closet near front desk) and how to use it to open the elevator door.
D. Knows how to reset a stuck elevator by using the Elevator Service Key (in key cabinet inside air conditioning closet near front desk).
E. Can respond to someone stuck in the elevator who is calling to report being stuck. Can assure them in a calm voice in either English or Spanish that help is being summoned and to remain calm.
8.E.1. Try to reset at lobby level to bring the car down to the lobby.
8.E.2. If elevator will not move, open the door using the long, aluminum curved tool to open the outer door. Allow passengers to exit if elevator is within 18 inches of the landing floor. If elevator cab is higher than 18 inches from landing floor, ask passengers to remain in cab until Miami Beach Fire Rescue 305-673-7120 (Non Emergency) if emergency 911, ask for help with an “elevator extraction”) or Thyssen Krupp Elevator (305-599-2171) assists them out, to avoid any chance of someone tripping and falling down the elevator shaft below the elevator car. Keep passengers up to date with latest information from elevator company or fire rescue when they are expected to arrive.
F. Once people are extracted from elevator, put elevator out of service using the Elevator Service Key until Thyssen Krupp Elevator service technician can check it out and place it back in service, during normal business hours (Monday – Friday, 9AM-5PM.)Phone Repair 305-599-2171
G. As always, document in the Daily Log any incidents you may have had with elevator malfunctions, giving as complete details as possible.
9. Knows how to operate the (CCTV) Closed Circuit TV system. Pijuan Cameras: 305-672-6422
A. Knows how to reset the CCTV system if necessary.
B. Knows how for reset.
C. Knows how to operate the remote control for the pool, barbecue area, contractor parking lot and front entrance remote control cameras.
D. Knows how to switch camera views from multiple screen panels to single screen vision and back again.
10. Knows how to operate VALET PUNCH CLOCK.
10.1. Punches valet ticket on all three portions when an arriving vehicle is going to be parked in valet parking.
10.2. Punches receipt (middle) portion of valet ticket and attaches to cash register receipt when ringing up valet revenue.
10.3. Advises Manager if clock time needs to be reset or if inked ribbon needs replacement.
11. Knows how to process VALET PARKING TICKETS.
A. When vehicle arrives and needs valet service, at valet’s request Concierge punches valet ticket (all three portions) with the “Time In” and gives them to the valet to park the car.
B. Valet gives the top part of the ticket to the vehicle owner, parks the vehicle in a space marked “Valet Parking” and places the middle portion of the ticket in the driver’s side front window. Valet takes the bottom portion of the ticket, and gives it to the Concierge at the Front Desk, who takes the car keys and places them together on the valet keyboard.
C. When vehicle owner wants to pick up car, s/he first pays the Concierge, who rings up the appropriate amount on the cash register and accepts payment. Then the Concierge gives the keys and keyboard tag to the Valet, who picks up the vehicle and delivers it to the owner. (Note: Payment first, then get the car. Otherwise, you will lose control of the car and end up with no payment or being told to get the money from the unit owner, etc.)
D. At end of shift, Concierge encloses all paid valet tickets and a receipt stapled to them in Valet Parking Envelope, fills out form completely, and submits it to the Accounting Office, or puts it in the mail slot of the Accounting Office if it is closed.
12. Advises the Housekeeping, Valet and Maintenance Staff of situations which may require their attention as they arise:
A. Advises Housekeeping if marble in lobby needs to be drying mopped, or litter needs to be picked up the front entrance. The lobby is always to appear neat and clean, and it is Housekeeping’s job to keep it that way. Checks to see that the pillows on the couches appear orderly, has Housekeeping adjust them if necessary.
B. Advises Security or the Rover to deliver building mail to apartments, when appropriate.
C. After writing out a Maintenance Request Form, has Maintenance Staff check out any reported leaks to determine the urgency of the repair. (Major leaks can be responded to and the Maintenance Request Form filled out later, if necessary.)
D. Advises Valet of cars that need to be parked or picked up, and if the front entrance ramp is becoming congested.
E. Advises Housekeeping Staff when the garbage or recycling trucks arrive, to assist with dumpster moving.
F. Advises Housekeeping in the morning if the freight elevator needs to have the pads put up. At 6 PM, has elevator pads removed and stored for the night (or the freight elevator taken out of service for the night if is a weekday and there are no parties and it is a quiet night.)
13. Presents a neat and positive appearance at all times, greets people entering the lobby cheerfully, preferably by name.
A. Good grooming required daily. Clothing clean and ironed. Appropriate shoes. Wears uniform, including blazer, provided.
B. “Can do” attitude with respect to requests for assistance that conform to building rules and regulations and Concierge’s normal scope of duties.
C. Uses “Golden Rule” when dealing with everyone. (Do unto others as you would have them treat you.)
D. Is tactful and diplomatic.
14. Is Discrete.
A. Does not engage in gossip, telling of personal anecdotes, stories about other residents or staff members. Does not allow people to congregate at the front desk for more than 5 minutes, to avoid distraction from other duties.
B. Respects the privacy of residents as well as other staff members.
C. Does not give out names of residents, owners, other staff members, phone numbers, etc.
D. Does not confirm or deny residence or any other information when asked. Refers such inquiries to the Manager.
15. Can handle someone who is upset or agitated.
A. Can recognize the problem and respond calmly to minimize further distress.
B. Identifies the cause of the problem and repeats it back to the person, so it is clear that the person has been recognized and that the problem has been identified and is clearly understood by both.
C. Intervenes to diminish the cause of stress, if possible. Focuses on solving the problem, diminishing the “crisis” in the mind of the person who is upset. Tries to help person regain their perspective, see that problem can be solved.
D. While maintaining professional distance, is sympathetic, but not condescending. Interacts with other person on an adult level, not as a parent reprimanding a child.
E. Can recognize if outside intervention is necessary: if person seems delusional, under the influence and incapable of maintaining self control and coordination, etc. In these cases, has Rover/Security distract person while Police are summoned for further assistance.
16. Can write a detailed Incident Report.
A. Writes legibly, in short sentences.
B. Clearly identifies: Who, What, When, Where, Why and any Witnesses. 16.3. Includes details: Names, Addresses, contact phone numbers, if available. Includes License Numbers, Make/Model/Color of Vehicle(s), any obvious physical indicators (tattoos, scars, height, weight, clothing, etc.) while the incident is recent and fresh in Concierge’s mind.
C. Signs Incident Report, forwards to Manager’s Office for further processing. Refers those involved to contact Manager during Office Hours for further assistance.
17. Monitors use of Gymnasium via Video Monitor
17.1. Sends Rover if child under 16 and unescorted by adult supervision is using gym. Has Rover explain that you must be 13 years old to be in the gym, and if under 16 years old, you must have adult supervision accompanying you in the gym.
17.2. Monitors for any signs of health problems, such as heart attack, on the part of users of the gym equipment. If someone appears to be down on the floor due to being unconscious, has Rover go to scene and calls “911” for emergency assistance.
18. Monitors use of Social Room via Video Monitor
18.1. Monitors for any signs of property damage, etc.
18.2. Monitors use of pool table to avoid damage to equipment.
18.3 Sees that room is vacant and locked during night (Normally, 6:00 A.M to 11:30 P.M, unless there is a party.
18.4 Has Rover check Social Room prior to party and notes any damages to furnishings, goes over inventory with party host, noting any existing damages to furnishings, rugs, walls, etc.
18.5. Sees that party (by prior reservation and deposit) is over by 1 AM.
18.6. Has Rover check Social Room for any obvious damages to property: broken furniture, stains in carpeting, etc. Notes in Log Book any observed new damages.
19. ORGANIZATIONAL SKILLS:
19.1 Can communicate in oral/written English/ can communicate in oral/written Spanish
19.2 Operate two way radios
19.3 Read messages on fire alarm panel
19.4 Be able to investigate location of fire alarm trouble
19.5 Be able to operate a fire extinguisher if necessary, after calling Front Desk to report fire and need to call Fire Dept.
19.6 Knows Alarm Code for central fire monitoring station, so they do not call Fire Dept. for what we know is a false alarm.
19.7 Know how to shut off fire sprinkler system water for a floor if a sprinkler has gone off accidentally.
19.8 Can identify smoke detector that is causing an alarm, and de-activate it if necessary.
19.9 Knows how to use Security Key. Knows location of Stations.
19.10 Knows how to Operate Cash Register
19.11 Knows how to process distribution and collection of parking tickets
19.12 Knows how to fill out and submit parking envelopes at end of shift
19.13 Knows how to use package log, where packages are stored
19.14 Knows how to use Contractor Log.
19.15 Enters Log Entries required: Beginning time of shift, personnel on duty by name, notes times that rounds were made, notes any incidents and describes in clear detail with times, names, witnesses, notes ending time of shift.
19.16 Knows location of video cameras
19.17 Knows how to operate remote control video cameras.
19.18 Knows location of intercoms and how to communicate with them.
19.19 Knows telephone numbers of each of the passenger elevators.
19.20 Knows when to extract someone from a passenger elevator and when to call the fire department to extract someone.
19.21 Knows where the key is to open the elevator door when someone is trapped
19.22 Knows how to handle a trash chute backup.
19.23 Knows how to handle a water emergency.
19.24 Familiar with Association Rules and Regulations.
19.25 Can answer telephone in correct manner.
19.26 Can answer all three lines, handle the calls in priority order.
19.27 Knows how to transfer calls to other extensions.
19.28 Knows fees for various association services.
19.29 Knows how to deal with people politely, while still enforcing the rules
19.30 Knows when to refer issues to management during business hours
19.31 Can call for a taxi
19.32 Can give oral directions on the telephone to someone arriving in Miami, explaining how to get to La Gorce Palace by the easiest route
19.33 Has excellent oral communications skills: Tests information received by repeating it back for confirmation, notes important information in the telephone message pad for further reference if necessary, repeats for confirmation all telephone numbers exchanged in a conversation, takes responsibility for clearly communicating messages.
19.34 Announces all guests by full name: Jose Diaz is here at the Front Desk to see you…
19.35 Does not allow contractors to work in apartments on weekends.
19.36 Logs in all arriving guests who, when asked, say that they will be in the building for more than 30 days. Brings this to attention of management.
19.37 Documents in the log book the exact time and location of any observed video recorded behavior that requires further investigation.
19.38 Monitors behavior in the pool using the video monitor, intervenes if rules are being broken, notes in Log, dispatches Security Rover
19.39 Does not allow keys to apartments to be left at the front desk, even momentarily.
19.40 Keeps cool and collected in cases of an emergency, assess the problem and priorities first, then responds and dispatches personnel.
19.41 Knows how to reset a pull station alarm if one is pulled, and where the key is kept.
19.42 Knows locations of fire extinguishers
19.43 Knows locations of fire exits.
19.44 Knows purpose of extractor fans during fire alarms
19.45 Knows how to contact fire station in case of emergency
19.46 Knows how to use the building intercom to communicate whether an alarm is false or real. Can direct residents to evacuate using stairs, to gather on beach to meet with friends and relatives.
19.47 Can identify any residents in the building who are handicapped in event of a real fire emergency when the fire department arrives
19.48 Knows how to call the Alarm Maintenance Company, All Florida Fire. Knows how to call the Elevator Maintenance Company, Thyssen Krupp Elevator, for service.
19.49 Knows how to take an elevator out of service, and how to put an elevator back in service
19.50 Knows how to take an elevator out of service, and how to put an elevator back in service
19.51 Knows how to take an elevator out of service, and how to put an elevator back in service
19.52 Advises Housekeeping Staff of arrival of garbage and recycling trucks, to assist in disposal of all materials.
19.53 Advises Valet of any service requests that came in while the Valet was away from the front area.
19.54 Advises Valet, Security if front ramp is becoming blocked, monitors it being cleared
OVERVIEW: The Concierge/Security Officer mans the front desk, which is the communications center for routine interaction between visitors, residents and staff. The alarm monitoring equipment, Telephone lines, Walkie talkies and Rechargers, video monitoring and recording system and elevator locator monitors are all centered at this location. The first person who will greet the arrival of someone entering the building is the Concierge on duty at the Front Desk.
1. Responsibilities include, but are not limited to:
A. Controlling Access to La Gorce Palace, monitoring the common areas to insure the well-being and property of residents in the common areas. This is done by:
1.A.1. Announces all guests to residents by telephone before allowing them to proceed into the inner lobby and elevators. Refers to guests as “Mr. Smith”, “Sra. Garcia”, etc., and never announces guests by first name only.
1.A.2. Logs in all contractors in the Contractor’s Log. Sees that they properly park in the commercial parking spaces east of the garage exit gate, and that they pay valet parking in advance for the day. Instructs them to only use the freight elevator, and insures that the elevator pads are installed at the beginning of the day.
1.A.3. Does not allow contractors to work in apartments on weekends. (Estimates, minor tasks that will make no noise are acceptable exceptions (use your discretion), if no materials need to be brought into or out of the building.) Air conditioning repairs (not routine maintenance) can be considered an “emergency” repair and should be allowed.
1.A.4. Logs in all guests who will be staying in an apartment in the Visitor’s Log. Logs out all departing guests in the Daily Log for that shift.
1.A.5. Watches video monitors for unusual or questionable activity, and investigates further. Documents in the Daily Log any unusual circumstances, activities, observations or complaints. Writes Incident Report to Manager if situation needs to be brought to Manager’s attention.
1.A.6. Monitors activity in the swimming pool area using the video system. Knows how to monitor using the remote control function of the camera if necessary. Intervenes using the intercom if horseplay or unsafe pool behavior is observed, politely directing residents to observe pool and spa rules. Sends Rover on duty if necessary to further interact with rules violators. Notes exact time and details in Daily Log.
1.A.7. Does not allow keys to apartments to be left at the Front Desk, even temporarily. This is building policy, per the Board of Directors. We do not make exceptions. Direct anyone unhappy with this policy to see the Manager during office hours.
2. Demonstrates good judgment, can prioritize and resolve situation, which may arise, and knows when to refer situations to management for management resolution.
3. Knows how to “multi-task”, doing several things at once, but prioritizing depending on the needs and circumstances (i.e. greet someone, answer an incoming phone call, answer the fire alarm, etc.)
4. Can immediately identify and respond to an emergency.
5. Keeps cool and collected while assessing the situation.
6. Communicates clearly when requesting the appropriate assistance (fire rescue, valet, housekeeping, etc.)
7. FIRE ALARMS: For Emergency Call(Phone): 305-651-8122
A. Knows how to interpret the alarm message being displayed on the LCD panel read-out and how to relay the information to appropriate staff on radio for further investigation.
B. Determines whether false alarm or real fire event. If fire calls “911” IMMEDIATELY. Then directs staff to attempt to suppress the fire with extinguishers if necessary, and to knock loudly on doors to evacuate apartments on level of fire and above the floor where the fire is.
C. If fire cannot be suppressed immediately with extinguishers uses public address system to ask people to evacuate the building using the stairwells (elevators will go to lobby and out of service while alarm is on) and assemble on the beach area.
D. Knows location of list of handicapped people known in building and tries to ensure that they are contacted and given assistance from fire department upon their arrival.
E. Knows how to identify a smoke detector that is issuing false alarm and how to disconnect it.
F. Knows how to reset a pull-station in the event of a false alarm. Knows location of pull-station re-set key, key cabinet inside air conditioner closet by front desk.
G. Knows how to shut off the sprinkler system if the sprinklers have gone off in a location due to malfunction or damage. (See Instructions under “Sprinkler Emergency” in the Front Desk Manual.)
H. Knows where fire extinguishers are located and how to use them.
I. Knows location of the fire exits.
J. Knows how to use the “Acknowledge” button on the fire alarm panel while investigating a fire alarm.
K. Knows code ( Fire Code =372130) to give to alarm monitoring company in case there is a false alarm, so they do not call the fire department.
L. Knows how to contact fire alarm panel service company (Florida State Fire & Security: 305-651-8122) to report trouble or obtain further instructions.
8. ELEVATOR MALFUNCTIONS. Repair Phone number: 305-599-2171
A. Knows how to determine location of an elevator using the screen inside the cabinets near the fire alarm panel.
B. Knows how to contact the trapped occupants of an elevator using the emergency phone inside the elevator. Telephone numbers for elevators:
8.B.1.8.2.1 Elevator No. 1: 305-861-4276
8.B.2.8.2.2 Elevator No. 2: 305-861-1750
8.B.3.8.2.3 Elevator No. 3: 305-861-7590
8.B.4.8.2.4 Elevator No. 4: 305-861-8598
8.B.5.8.2.5 Beach Elev. 5: 305-865-1503
C. Knows where elevator door opener is kept (in key cabinet inside air conditioning closet near front desk) and how to use it to open the elevator door.
D. Knows how to reset a stuck elevator by using the Elevator Service Key (in key cabinet inside air conditioning closet near front desk).
E. Can respond to someone stuck in the elevator who is calling to report being stuck. Can assure them in a calm voice in either English or Spanish that help is being summoned and to remain calm.
8.E.1. Try to reset at lobby level to bring the car down to the lobby.
8.E.2. If elevator will not move, open the door using the long, aluminum curved tool to open the outer door. Allow passengers to exit if elevator is within 18 inches of the landing floor. If elevator cab is higher than 18 inches from landing floor, ask passengers to remain in cab until Miami Beach Fire Rescue 305-673-7120 (Non Emergency) if emergency 911, ask for help with an “elevator extraction”) or Thyssen Krupp Elevator (305-599-2171) assists them out, to avoid any chance of someone tripping and falling down the elevator shaft below the elevator car. Keep passengers up to date with latest information from elevator company or fire rescue when they are expected to arrive.
F. Once people are extracted from elevator, put elevator out of service using the Elevator Service Key until Thyssen Krupp Elevator service technician can check it out and place it back in service, during normal business hours (Monday – Friday, 9AM-5PM.)Phone Repair 305-599-2171
G. As always, document in the Daily Log any incidents you may have had with elevator malfunctions, giving as complete details as possible.
9. Knows how to operate the (CCTV) Closed Circuit TV system. Pijuan Cameras: 305-672-6422
A. Knows how to reset the CCTV system if necessary.
B. Knows how for reset.
C. Knows how to operate the remote control for the pool, barbecue area, contractor parking lot and front entrance remote control cameras.
D. Knows how to switch camera views from multiple screen panels to single screen vision and back again.
10. Knows how to operate VALET PUNCH CLOCK.
10.1. Punches valet ticket on all three portions when an arriving vehicle is going to be parked in valet parking.
10.2. Punches receipt (middle) portion of valet ticket and attaches to cash register receipt when ringing up valet revenue.
10.3. Advises Manager if clock time needs to be reset or if inked ribbon needs replacement.
11. Knows how to process VALET PARKING TICKETS.
A. When vehicle arrives and needs valet service, at valet’s request Concierge punches valet ticket (all three portions) with the “Time In” and gives them to the valet to park the car.
B. Valet gives the top part of the ticket to the vehicle owner, parks the vehicle in a space marked “Valet Parking” and places the middle portion of the ticket in the driver’s side front window. Valet takes the bottom portion of the ticket, and gives it to the Concierge at the Front Desk, who takes the car keys and places them together on the valet keyboard.
C. When vehicle owner wants to pick up car, s/he first pays the Concierge, who rings up the appropriate amount on the cash register and accepts payment. Then the Concierge gives the keys and keyboard tag to the Valet, who picks up the vehicle and delivers it to the owner. (Note: Payment first, then get the car. Otherwise, you will lose control of the car and end up with no payment or being told to get the money from the unit owner, etc.)
D. At end of shift, Concierge encloses all paid valet tickets and a receipt stapled to them in Valet Parking Envelope, fills out form completely, and submits it to the Accounting Office, or puts it in the mail slot of the Accounting Office if it is closed.
12. Advises the Housekeeping, Valet and Maintenance Staff of situations which may require their attention as they arise:
A. Advises Housekeeping if marble in lobby needs to be drying mopped, or litter needs to be picked up the front entrance. The lobby is always to appear neat and clean, and it is Housekeeping’s job to keep it that way. Checks to see that the pillows on the couches appear orderly, has Housekeeping adjust them if necessary.
B. Advises Security or the Rover to deliver building mail to apartments, when appropriate.
C. After writing out a Maintenance Request Form, has Maintenance Staff check out any reported leaks to determine the urgency of the repair. (Major leaks can be responded to and the Maintenance Request Form filled out later, if necessary.)
D. Advises Valet of cars that need to be parked or picked up, and if the front entrance ramp is becoming congested.
E. Advises Housekeeping Staff when the garbage or recycling trucks arrive, to assist with dumpster moving.
F. Advises Housekeeping in the morning if the freight elevator needs to have the pads put up. At 6 PM, has elevator pads removed and stored for the night (or the freight elevator taken out of service for the night if is a weekday and there are no parties and it is a quiet night.)
13. Presents a neat and positive appearance at all times, greets people entering the lobby cheerfully, preferably by name.
A. Good grooming required daily. Clothing clean and ironed. Appropriate shoes. Wears uniform, including blazer, provided.
B. “Can do” attitude with respect to requests for assistance that conform to building rules and regulations and Concierge’s normal scope of duties.
C. Uses “Golden Rule” when dealing with everyone. (Do unto others as you would have them treat you.)
D. Is tactful and diplomatic.
14. Is Discrete.
A. Does not engage in gossip, telling of personal anecdotes, stories about other residents or staff members. Does not allow people to congregate at the front desk for more than 5 minutes, to avoid distraction from other duties.
B. Respects the privacy of residents as well as other staff members.
C. Does not give out names of residents, owners, other staff members, phone numbers, etc.
D. Does not confirm or deny residence or any other information when asked. Refers such inquiries to the Manager.
15. Can handle someone who is upset or agitated.
A. Can recognize the problem and respond calmly to minimize further distress.
B. Identifies the cause of the problem and repeats it back to the person, so it is clear that the person has been recognized and that the problem has been identified and is clearly understood by both.
C. Intervenes to diminish the cause of stress, if possible. Focuses on solving the problem, diminishing the “crisis” in the mind of the person who is upset. Tries to help person regain their perspective, see that problem can be solved.
D. While maintaining professional distance, is sympathetic, but not condescending. Interacts with other person on an adult level, not as a parent reprimanding a child.
E. Can recognize if outside intervention is necessary: if person seems delusional, under the influence and incapable of maintaining self control and coordination, etc. In these cases, has Rover/Security distract person while Police are summoned for further assistance.
16. Can write a detailed Incident Report.
A. Writes legibly, in short sentences.
B. Clearly identifies: Who, What, When, Where, Why and any Witnesses. 16.3. Includes details: Names, Addresses, contact phone numbers, if available. Includes License Numbers, Make/Model/Color of Vehicle(s), any obvious physical indicators (tattoos, scars, height, weight, clothing, etc.) while the incident is recent and fresh in Concierge’s mind.
C. Signs Incident Report, forwards to Manager’s Office for further processing. Refers those involved to contact Manager during Office Hours for further assistance.
17. Monitors use of Gymnasium via Video Monitor
17.1. Sends Rover if child under 16 and unescorted by adult supervision is using gym. Has Rover explain that you must be 13 years old to be in the gym, and if under 16 years old, you must have adult supervision accompanying you in the gym.
17.2. Monitors for any signs of health problems, such as heart attack, on the part of users of the gym equipment. If someone appears to be down on the floor due to being unconscious, has Rover go to scene and calls “911” for emergency assistance.
18. Monitors use of Social Room via Video Monitor
18.1. Monitors for any signs of property damage, etc.
18.2. Monitors use of pool table to avoid damage to equipment.
18.3 Sees that room is vacant and locked during night (Normally, 6:00 A.M to 11:30 P.M, unless there is a party.
18.4 Has Rover check Social Room prior to party and notes any damages to furnishings, goes over inventory with party host, noting any existing damages to furnishings, rugs, walls, etc.
18.5. Sees that party (by prior reservation and deposit) is over by 1 AM.
18.6. Has Rover check Social Room for any obvious damages to property: broken furniture, stains in carpeting, etc. Notes in Log Book any observed new damages.
19. ORGANIZATIONAL SKILLS:
19.1 Can communicate in oral/written English/ can communicate in oral/written Spanish
19.2 Operate two way radios
19.3 Read messages on fire alarm panel
19.4 Be able to investigate location of fire alarm trouble
19.5 Be able to operate a fire extinguisher if necessary, after calling Front Desk to report fire and need to call Fire Dept.
19.6 Knows Alarm Code for central fire monitoring station, so they do not call Fire Dept. for what we know is a false alarm.
19.7 Know how to shut off fire sprinkler system water for a floor if a sprinkler has gone off accidentally.
19.8 Can identify smoke detector that is causing an alarm, and de-activate it if necessary.
19.9 Knows how to use Security Key. Knows location of Stations.
19.10 Knows how to Operate Cash Register
19.11 Knows how to process distribution and collection of parking tickets
19.12 Knows how to fill out and submit parking envelopes at end of shift
19.13 Knows how to use package log, where packages are stored
19.14 Knows how to use Contractor Log.
19.15 Enters Log Entries required: Beginning time of shift, personnel on duty by name, notes times that rounds were made, notes any incidents and describes in clear detail with times, names, witnesses, notes ending time of shift.
19.16 Knows location of video cameras
19.17 Knows how to operate remote control video cameras.
19.18 Knows location of intercoms and how to communicate with them.
19.19 Knows telephone numbers of each of the passenger elevators.
19.20 Knows when to extract someone from a passenger elevator and when to call the fire department to extract someone.
19.21 Knows where the key is to open the elevator door when someone is trapped
19.22 Knows how to handle a trash chute backup.
19.23 Knows how to handle a water emergency.
19.24 Familiar with Association Rules and Regulations.
19.25 Can answer telephone in correct manner.
19.26 Can answer all three lines, handle the calls in priority order.
19.27 Knows how to transfer calls to other extensions.
19.28 Knows fees for various association services.
19.29 Knows how to deal with people politely, while still enforcing the rules
19.30 Knows when to refer issues to management during business hours
19.31 Can call for a taxi
19.32 Can give oral directions on the telephone to someone arriving in Miami, explaining how to get to La Gorce Palace by the easiest route
19.33 Has excellent oral communications skills: Tests information received by repeating it back for confirmation, notes important information in the telephone message pad for further reference if necessary, repeats for confirmation all telephone numbers exchanged in a conversation, takes responsibility for clearly communicating messages.
19.34 Announces all guests by full name: Jose Diaz is here at the Front Desk to see you…
19.35 Does not allow contractors to work in apartments on weekends.
19.36 Logs in all arriving guests who, when asked, say that they will be in the building for more than 30 days. Brings this to attention of management.
19.37 Documents in the log book the exact time and location of any observed video recorded behavior that requires further investigation.
19.38 Monitors behavior in the pool using the video monitor, intervenes if rules are being broken, notes in Log, dispatches Security Rover
19.39 Does not allow keys to apartments to be left at the front desk, even momentarily.
19.40 Keeps cool and collected in cases of an emergency, assess the problem and priorities first, then responds and dispatches personnel.
19.41 Knows how to reset a pull station alarm if one is pulled, and where the key is kept.
19.42 Knows locations of fire extinguishers
19.43 Knows locations of fire exits.
19.44 Knows purpose of extractor fans during fire alarms
19.45 Knows how to contact fire station in case of emergency
19.46 Knows how to use the building intercom to communicate whether an alarm is false or real. Can direct residents to evacuate using stairs, to gather on beach to meet with friends and relatives.
19.47 Can identify any residents in the building who are handicapped in event of a real fire emergency when the fire department arrives
19.48 Knows how to call the Alarm Maintenance Company, All Florida Fire. Knows how to call the Elevator Maintenance Company, Thyssen Krupp Elevator, for service.
19.49 Knows how to take an elevator out of service, and how to put an elevator back in service
19.50 Knows how to take an elevator out of service, and how to put an elevator back in service
19.51 Knows how to take an elevator out of service, and how to put an elevator back in service
19.52 Advises Housekeeping Staff of arrival of garbage and recycling trucks, to assist in disposal of all materials.
19.53 Advises Valet of any service requests that came in while the Valet was away from the front area.
19.54 Advises Valet, Security if front ramp is becoming blocked, monitors it being cleared
OTHER IMPORTANT PHONES:
1. MANAGER / MIGUEL DIAZ……. 305-933-8121
2. ASSISTANT MANAGER / : MARIO TORTORA…. 305-219-5506 24/7
ASSISTANT CHIEF CONCEIRGE
3. LA GORCE PALACE................................................ 305-865-6905
4. CHIEF ENGINEER: JUAN DIEGO UMANA ……… 305-218-1620 24/7
5. POLICE NON EMERGENCY……………………….. 305-7673-7900
6. COMPACTOR WILKINSON HI RISE……………….. 800-722-2345
7. WASTE MANAGEMENT GARBAGE COLLECTION.. 305-471-4444
8. ATLANTIC BROAD BAND CABLE…………………... 305-861-1564
9. ORKIN EXTERMINATOR…………………………….. 305-716-0054
10. TOWIN COMPANY TREMONET…………………….. 305-672-2395
11. LOCKSMITH……………………………………………. 786-277-4632
12. HOSPITAL. MIAMI HEART INSTITUTE
4701 Meridian Ave, Miami Beach…………………… 305-672-1111
13. HOSPITAL. MOUNT SINAI: 4300 Alton road, Miami Beach.. 305-674-2121
14. HOSPITAL. SOUTH SHORE HOSPITAL. 630 Alton Road… 305-672-2100
15. EPIC GROUP ADJUSTERS. FRANK INGUANZO…………….. 305-796-0992
16. EPIC GROUP ADJUSTERS. FRANK INGUANZO OFFICE.. 305-554-4436
17. A/C EMERGENCY. MAGIC COOL…………………………………. 305-556-9620
18. A/C MECANICAL…………………954-975-5554……………….. 954-520-3420
19. MCCLOSKEY WINDOWS CLEANING INC………………….. 305-949-5818
20. SLIDING DOOR. BESAM…………………………………………. 561-368-4478
21. AC INDUSTRIAL MOTORS………OSCAR BEREN…………… 305-887-5541
VALET PARKING:
2. ASSISTANT MANAGER / : MARIO TORTORA…. 305-219-5506 24/7
ASSISTANT CHIEF CONCEIRGE
3. LA GORCE PALACE................................................ 305-865-6905
4. CHIEF ENGINEER: JUAN DIEGO UMANA ……… 305-218-1620 24/7
5. POLICE NON EMERGENCY……………………….. 305-7673-7900
6. COMPACTOR WILKINSON HI RISE……………….. 800-722-2345
7. WASTE MANAGEMENT GARBAGE COLLECTION.. 305-471-4444
8. ATLANTIC BROAD BAND CABLE…………………... 305-861-1564
9. ORKIN EXTERMINATOR…………………………….. 305-716-0054
10. TOWIN COMPANY TREMONET…………………….. 305-672-2395
11. LOCKSMITH……………………………………………. 786-277-4632
12. HOSPITAL. MIAMI HEART INSTITUTE
4701 Meridian Ave, Miami Beach…………………… 305-672-1111
13. HOSPITAL. MOUNT SINAI: 4300 Alton road, Miami Beach.. 305-674-2121
14. HOSPITAL. SOUTH SHORE HOSPITAL. 630 Alton Road… 305-672-2100
15. EPIC GROUP ADJUSTERS. FRANK INGUANZO…………….. 305-796-0992
16. EPIC GROUP ADJUSTERS. FRANK INGUANZO OFFICE.. 305-554-4436
17. A/C EMERGENCY. MAGIC COOL…………………………………. 305-556-9620
18. A/C MECANICAL…………………954-975-5554……………….. 954-520-3420
19. MCCLOSKEY WINDOWS CLEANING INC………………….. 305-949-5818
20. SLIDING DOOR. BESAM…………………………………………. 561-368-4478
21. AC INDUSTRIAL MOTORS………OSCAR BEREN…………… 305-887-5541
VALET PARKING:
1. Valet must report for work in full, clean uniform.
2. Open Car doors for driver, passengers when arriving
3. Open/close car doors for driver, passengers when leaving
4. No smoking on property or in cars.
5. No personal trash (i.e. Gum wrappers, etc.) in cars
6. Do not adjust car seats, radio or air conditioning
7. For safety, you may adjust mirror(s) if necessary
8. No speeding
9. Back cars into spaces, correctly, between yellow lines
10. Valet parking tag is left in drivers side front window when car is parked
11. Valet locks parked car, returns keys to Concierge at Front Desk
12. Valet is to run when picking up vehicle
13. Valet cart is to be kept clean. You are responsible
14. No personal visitors, people "hanging out" at Valet station
15. Valet responsible for cleanliness of front ramp: no cigarette butts, discarded valet tickets, receipts, papers, etc
16. Cars are only to be parked in marked, Valet spaces. Under no circumstances should cars being placed in valet parking be parked in assigned unit owners parking spaces
17. We valet park residents vehicles in their assigned spaces without charge, upon request
18. If extra valet is on duty for party, both valets will open doors to cars whenever possible, with only one going upstairs to park cars at a time.
19. Keep the Ramp clean and clear.
SECURITY ROVER
JOB DESCRIPTION
Must have active security guard license from State of Florida. Responsible for making rounds, knowledge and enforcement of Rules and Regulations. Must be polite, but firm. Must be able to write understandable incident reports for Board. Needs to enforce parking regulations, be able to respond to noise complaints, assist Concierge in covering front desk when Concierge is taking a break.
1. The Security Rover is responsible for making the designated rounds at least three, and preferably four times per shift, other responsibilities allowing.
2. The Rover’s responsibilities are to observe and report, and to assist in emergencies. Unless s/he is personally threatened, the rover is never use physical force or to try to detain or restrain anyone, no matter what the circumstances are. Only the police have authority to use physical force, and to detain people. Demonstrates good judgment, can prioritize and resolve situations which may arise, and knows when to refer situations to the Concierge / Front Desk Security Officer.
3. Can immediately identify and respond to an emergency.
4. Keeps cool and collected while assessing a situation.
5. Communicates clearly when requesting the appropriate assistance (fire rescue, valet, housekeeping, etc.)
6. Knows three most important emergency situation goals:
· Prevent injury or loss of life
· Minimize property damage
· Restore building to normal operations as soon as possible.
7. Report immediately any damage or defective Vehicle, equipment and machinery.
8. GATE OUT OF SERVICE: If one of the gates goes out of service in the “closed position” after 4 PM or during the weekend, and cannot be opened, reset or repaired, erect the proper barrier ribbons and use signage to communicate that the gate is out of service. Use the remaining gate for all entry and exit traffic. Personally direct traffic and assist in the gate opening to facilitate safe passage of entering and exiting residents until the gate can be restored to service.
9. If the gate goes out of service in the “open position” and cannot be repaired or reset, leave it in the open position and personally control the access from outside the building until the gate can be restored to normal function.
10. This gate duty in case of malfunction supersedes all other duties except those of a fire emergency or life and death emergency, which shall be the new first priority.
11. NORMAL ROUNDS: Check the Security Key at each of the listed stations at least three times per shift. Observe any unusual or curious circumstances as you do this inspection.
12. Use your senses (eyes, ears, nose, and touch) to detect any unusual circumstances.
13. Smell the air, to test for any signs of smoke or burning, chemicals, etc. Smell outside machinery rooms for any sign of burning. Listen for any sign of malfunctioning machinery and document in the Log Book.
14. Look for any signs of leaks, wet carpeting, dripping, etc. which may indicate a potential problem. Document in the Log Book. Investigate further, as required by the circumstances. Leaks outside air conditioning closets (from blocked condensation lines) in the hallways are not considered emergencies and can be resolved during the daytime. Best procedure is to check other floors above where water has been discovered for further signs of leakage, until the source can be determined. In the event water is coming from an apartment door, consider it an emergency and either alert the occupant or in his/her absence, gain emergency entry into the apartment to shut off the water. Notify Manager and Building Engineer of any serious water leak problem without delay.
15. Check for opened doors that should normally be locked. Investigate further if necessary.
16. Test emergency telephones in the elevators once a week. Pick up the receiver and wait until the front desk answers. No dialing is required. If front desk does not answer after 60 seconds, report malfunction in the Log Book; include the elevator number in your report.
17. Check all lighting to see that it is operational. Be especially wary if lighting has been unscrewed or the bulb broken….Report this immediately to the Front Desk and proceed with caution. In cases of normal lights out of service, either replace the bulb yourself or enter the problem into the Log Book for the Building Engineer to check in the morning.
18. Check the mail room for any signs of post office box tampering/theft.
19. Check the garage for any sign of vehicle tampering/theft.
20. Check social room and gym doors, making sure they are locked after hours.
21. Report any vehicle lights left on in the garage to the Front Desk so that the vehicle owner can be notified. Notify also of any car alarms going off, etc.
22. Check restrooms for any signs of unusual activity.
23. Check stairwells at ground level for any signs of loitering by unauthorized entrants.
24. Document any unusual circumstances in the Log Book at the Front Desk at the end of the round. If normal, note that rounds were made and everything was found to be normal. If unusual circumstances were encountered, document them in the Log Book. If necessary, go back and check on the exceptions to monitor any further developments.
25. EMERGENCY ASSISTANCE. Be prepared to assist in the following:
· Extracting passengers from elevators that have become inoperable. Attempt to reset elevator at ground level if possible, which will allow passengers to exit. If this does not work, you will need to determine the floor location the elevator is on (check the TV monitor inside the cabinet at the Front Desk which shows the floors the elevators are currently on). Proceed to that floor and using the curved key, open the outer door. You will now see where the elevator car is in relation to the floor level. If it is too high or too low (more than or less than 24 inches (?) from the floor level) for the passengers to safely climb out with your assistance, reassure them that fire rescue is being called to take them out safely. You can leave the inner elevator door open as you stay on-scene with them awaiting fire rescue. Stay in radio contact with the front desk to monitor progress of fire rescue.
· Checking False Fire Alarms: You will need to investigate the location of a fire alarm and determine whether there is any sign of smoke or equipment malfunction. Smoke detectors that have been activated will have a constant (instead of blinking) LED red light. If the smoke detector has been activated but there is no sign of smoke, it is probably malfunctioning. Carefully unscrew the smoke detector (you may need a ladder, which can be found on the ground floor of the East stairwell, near the exit door to the north side of the building) and take it with you back to the Front Desk, to report it in a Log Entry. The Alarm Panel will automatically reset itself and exclude the smoke detector in two or three minutes. In the event of a tripped pull station, you will need to use the key on your key ring (or at the fire alarm panel door) to reset the pull station.
· Checking Real Fire Alarms: If you encounter smoke and signs of an active fire, IMMEDIATELY NOTIFY THE FRONT DESK AND REQUEST THE FIRE DEPARTMENT. Time is vital – DON’T DELAY. Then, try to identify the size of the fire and the nature of the fire (machinery room fire, automobile fire, apartment fire, etc. Know how to use a fire extinguisher, but remember that at all times personal safety of the residents and yourself is more important than property. Stay in touch with the Front Desk by radio and advice them of any information you can provide which will assist the Fire Department when then arrive.
· Shutting off a fire sprinkler line where a sprinkler head has gone off due to equipment malfunction. See instructions, attached.
25. Check the Log Entries since your last shift.
26. Rearrange the cushions on the chairs/sofas at the Front Entrance to appear neat. Rearrange to normal position any lobby furnishings found out of place.
27. Provide temporary relief for the Front Desk person if s/he needs to use the restroom, or take a short dinner break.
28. Deliver building mail to residents and Board members.
29. Remove elevator covers in the freight elevator after moving hours are over, at 6 PM.
30. Pickup of any litter found during rounds, and disposal in the nearest waste receptacle.
30. PARKING VIOLATIONS:
A. Inspect all vehicles in garage for proper parking permits. Ticket violators. Each vehicle must have a valid La Gorce Palace parking sticker displayed with a number that matches the parking space it is parked in. See instructions for ticketing, attached. Submit copies of tickets to Manager. Do not obscure driver’s front window with any type of ticketing.
B. Check all cars parked in Valet Parking spaces. They must have Valet tickets displayed on the front windshield. Check against keys displayed on the valet key board at the Front Desk for any discrepancy. Note any discrepancy in the Log Book.
C. Check Contractor’s Parking area during the day for proper valet parking tickets.
D. Upon instruction by a resident who wants a vehicle parked without permission in their parking space, you may have it towed by Tremont Towing after first confirming that the vehicle does not have a valid parking permit for that space displayed, then entering into the Log Book the name of the resident who wants the vehicle towed, their parking space, etc. In the event that the vehicle in the space appears to have a proper parking permit, DO NOT tows it. Allow the complaining resident to park for free in valet parking until the Association Office can investigate further.
31. POOL AND GYM SUPERVISION:
· Be familiar with Rules and Regulations as they are revised from time to time.
· Be familiar with Pool and Spa rules. During the summer months (May – Sept.), spend at least 15 minutes of every weekend/holiday day shift (9 AM – 5 PM) at the pool area, observing that the pool rules are being followed. You may sit down in one of the chairs out of the sun. Have a copy of the Pool Rules with you, so that you can show someone that this is a rule that you are enforcing. Write a Complaint Form to the Manager for his follow-up if someone is not cooperating with you. Be sure to identify the perpetrator and his/her apartment number, as well as the details of the incident. Note in the Front Desk Log Book that you sent a Complaint Form to the Manager about the incident.
· Improper Dress in the Elevators: Challenge politely anyone not wearing proper dress in the building or in the elevators. Wet, dripping bathing suits, no shirts, no shoes are forbidden. Call people’s attention to the violation(s) and ask for their future cooperation. Write Complaint Form to the Manager in case of repeat offenders, so that he can follow up.
· Gym Use: Children under 12 years old are not permitted in the gym, with or without adult supervision. Familiarize yourself with the gym rules, and check the gym when doing your rounds.
32. OTHER DUTIES: Job description also includes such other duties as management may assign from time to time. Job descriptions may be changed at the discretion of management, according to the organization’s needs.
33. FINAL NOTE: While enforcing the Association Rules and Regulations, our commitment is to also provide a professional, courteous environment that our residents and their guests can enjoy.
Please remember that you will accomplish your job responsibilities by using diplomacy and reason, trying to persuade people to comply with the rules rather than trying to force them to comply. If people will not comply, refer them in all instances to the Manager.
FLOOR TECH:
1. Move item(s) from Balcony for storm or Hurricane.
2. Polish Marble/Granite floor and common areas.
3. Clean up seventh floor and Beach bathrooms.
4. Shampoo and clean up rugs of all the floors and common areas.
5. Blower and polish every tracks at the elevator in all the floors.
6. Align launch and pool chair at seventh floor.
7. Inspect at the night: Good work irrigation system. Timers: Lighting and Photocell.
8. Fire extinguishers: Clean Glass Cabinets Doors, interior of dust.
9. When the Valet do not work, assist at front desk in this labor.
10. Change Trash chute can before 6.00 A.M.
HOUSEKEEPING:
A.HEAVY CLEAN UP MAN:
LEONTE ARAGON:
2. Polish Marble/Granite floor and common areas.
3. Clean up seventh floor and Beach bathrooms.
4. Shampoo and clean up rugs of all the floors and common areas.
5. Blower and polish every tracks at the elevator in all the floors.
6. Align launch and pool chair at seventh floor.
7. Inspect at the night: Good work irrigation system. Timers: Lighting and Photocell.
8. Fire extinguishers: Clean Glass Cabinets Doors, interior of dust.
9. When the Valet do not work, assist at front desk in this labor.
10. Change Trash chute can before 6.00 A.M.
HOUSEKEEPING:
A.HEAVY CLEAN UP MAN:
LEONTE ARAGON:
1. Clean up Ramp, in front and the rear.
2. Keep clean and clear the trash chute, change the Trash chute cans when is necessary. Clean, disinfect and odor the Cans and place of the trash chute. Put odor block over the cans. Twice a week clean up the trash chute floor with Cooling tower water: This water is good for the Raisers and is chemical treated and disinfect this place.
3. Change the recycle cans when it’s full.
4. Blow the Parking lot.
5. Clean up the B.B.Q area. Garden, beach. After B.B.Q party make a good degrease and clean up.
6. Pick up bottles, piece of paper, plastic, animal residues and every thing lost at the Parking lot. If oil is present in the Parking lot advise at front desk.
7. Clean up Stairs.
8. Twice a month clean up all glasses at the Parking lot.
B. HOUSEKEEPING
2. Keep clean and clear the trash chute, change the Trash chute cans when is necessary. Clean, disinfect and odor the Cans and place of the trash chute. Put odor block over the cans. Twice a week clean up the trash chute floor with Cooling tower water: This water is good for the Raisers and is chemical treated and disinfect this place.
3. Change the recycle cans when it’s full.
4. Blow the Parking lot.
5. Clean up the B.B.Q area. Garden, beach. After B.B.Q party make a good degrease and clean up.
6. Pick up bottles, piece of paper, plastic, animal residues and every thing lost at the Parking lot. If oil is present in the Parking lot advise at front desk.
7. Clean up Stairs.
8. Twice a month clean up all glasses at the Parking lot.
B. HOUSEKEEPING
2. Clean up and wet beach elevator.
3. Clean up employees Bathrooms.
4. Clean up twice a Month the refrigerator of the Seventh Floor and the Kitchen in this place.
5. Clean up the Seventh floor and Pool area. Terrazzo, Ping Pong area and the Social Room
6. Inspect Lighting in all floors
7. Clean up Elevators
8. Clean up elevator area
9. Clean up Trash chute Room in All Floors
10. Clean up the Mail room
11. Clean up the Mirrors and Glasses in First and Seventh Floor.
12. Vacuum cleaner at all rugs.
13. Clean up at the Storage Room in Seventh Floor.
MAINTENANCE ENGINEER:
POSITION DESCRIPTION:
2. Creates checklists of maintenance routines (location of gauges, proper gauge readings, etc. preventive maintenance routines and guidelines
3. Purchases Orders supplies with approval of Board members. Distributes maintenance supplies to Maintenance employees sufficient for their daily needs.
4. Maintains and controls maintenance inventory on computers files.
5. Receives and signs for maintenance supply deliveries.
6. Supervises safe workplace practices. The safety it’s our Goals.
7. The Maintenance Engineer is one of the most important jobs in the building. The uninterrupted operation of the condominium rest on his or her expertise to solve difficult problems that must be encounter in the day to day operation of the facilities. The time and knowledge is the most important item in an emergency.
8. Report at Samantha Williams once a month the most important labors for the News letter.
9. Complete report at the Board meeting the maintenance report.
10. Must provide leadership and knowledge in supervising the staff.
11. Supervising, maintenance and repair:
A. IRRIGATION SPRINKLERS
B. Motors Working, updated and maintenance.
C. Valves, Timers, drives, photocell in right Working.
D. Minor Repairs in Trash chute, elevators, gates and all items under other contractors companies.
E. DRAIN CLEANING.
F. Maintenance and repair pump at the Septic tank.
12. Supervise all outside contractors.
13. Inspect sound proof in the new floor inside the apartment.
14. During working hours, the maintenance supervisor must inform for any trip outside of the building and the reason for it.
Train all personnel for emergency situations, such as, sprinkler systems, fire emergency, generator, water valves, garage door system, etc.
Groom the assistant maintenance supervisor in all areas of the maintenance job, in order for the assistant to take over in case of emergency.
Must be on call 24 hours through a beeper provided by the association.
Emergencies must be answer promptly through instructions of the personnel on duty or by direct intervention and always notify the manager.
18. Will have access to individual units upon request in case of an emergency and with the approval of the Board.
19. Check roof pumps.
20. Maintenance Main A/C, Cooling Tower, Air Handles, Domestic Pump Water and Main Electrical Rooms.
21. Start up diesel Motor one time at the week (Preferred Saturdays).
Motor/Generator Inspection.
23. Communicate information regarding future maintenance needs.
24. Inspect wiring and electrical control for lose connections; charring, broken or wet insulation to prevent short circuits.
25. Operate motors/generator to check for excessive heat and vibration.
26. Updated and find all catalogues for our equipments.
27. Programming, reviewing and changing the irrigation sprinkler timer, according with city regulations and/or own requirements.
28. Programming, reviewing and changing the lighting timers and photocells, according with our own requirements.
29. Inspect any permanent or transitory electrical connection should be made in accordance with the requirements of the National Electrical Code and other state and local codes.
30. Inspect sound proof accord Board Regulation in new floor (Tile, wood, marble) installed.
MAINTENANCE TECH:
Must show a wide knowledge of plumbing, electricity, carpentry, masonry, welding, etc. to be able to do the work and deal with the outside contractors and inspectors.
THE FOLLOWING ITEMS MUST BE CHECKED:
1. Inspect the main air conditioning on the roof. Also check the roof for sign of deterioration and debris Notify promptly the manager for any damage.
Inspect the generator and water pump.
Review before and after any work of maintenance is performed in the air conditioning equipment, on the roof. Make sure that tools are removed and the area is clean after leaving the job.
4. Maintain inventory of equipment and maintenance supplies.
5. Will have access to individual units upon request in case of an emergency and with the approval of the manager of the building.
6. Check oil level in gear boxes located on the cooling towers
7. Check all motors and belts.
Check vents on hallways.
Exit doors must close and catch.
10. Trash chutes: Small and fast repair (Reset the compactor and Electrical Boxes).
11. Elevator lights and floor level.
Change all batteries in smoke alarms throughout the building as needed.
13. Check to find if a renovation is taking place on any floor.
14. Change filters in every each A/C Units and Air Handle Units.
15. Check lobby and social room lighting fixtures.
Bathroom lighting.
Storage room lighting.
Maintenance electricity and Sprinkler system in Front entrance.
19. Knowledge about Sewer station and drain.
20. Maintenance and Repair Pump and Generator Room.
21. Maintenance A/C Motor and belt.
Maintenance A/C in first, second and seventh floor.
Check mounting bolts, guards and brackets as applicable.
Lubricate motor and generator as required. Do not over lubricate.
Inspect for rust and corrosion. Remove rust and corrosion and apply paint where required.
26. Check the temperature of the spa and the pool. The spa temperature should be between 98 and 103 degrees Fahrenheit. The maximum safe temperature for the spa is 104 degrees Fahrenheit.
Check pool temperature twice a day, to maintain a comfortable temperature between 78-82 degrees Fahrenheit.
Check the roof area. Walk the entire area and report anything unusual.
Check for proper operation conditions of all air conditioner, hallways, lobby, exercise room, social room, etc. Report to the manager or maintenance supervisor, anything out of the ordinary.
Walk both stairwells and check for burned out lights, door jams, weather stripping that need to be replaced or anything to be done by you or any other employee.
Check all emergency light signs.
Walk the garage and check all lights and replace as needed. Check the parking spaces for any residue of oil or transmission fluid and report to the management right away.
Pour disinfectant down garbage chutes to sanitize.
Every Friday turn on all the outside common area lights and replace as needed.
Report to the Maintenance Supervisor for further assignment, after completing the daily rout.
Change wall socket and other electrical components accord electrical code
Check hallway a/c units.
Paint all Equipments, Pipes, Fire Sprinkler pipes, motors and Wall when it’s needed.
Preserve, tune up, upgrade and Maintenance machineries and equipment.
Office Administrator/Accounting
1. Have deposits ready at 10:00 a.m. Give deposits to manager for review.
2. Post everyday transactions in the accounting computer program.
3. File all source documents.
4. Answer calls concerning accounts receivable, screening of tenants, social room, BBQ and cargo elevator.
5. Hand out cleaning supply materials to housekeeping employees. Maintain an inventory for each item; also for office supplies.
6. You are responsible for the sale of Security key.
Use initiative. Keep a sales report (consecutive order), for a weekly audit performed by manager.
7. You should maintain an organized office. Documents filed should be found easily.
8. Check all valet tickets sold for accurate on sale.
9. Maintain leases filed. Maintain a log with expiration date.
10. Computer database should be up to date with parking numbers, lockers, and lease expiration date.
11. Any other assignment as necessary.
12. Follow current procedure concerning application for residency or purchase.
13. Every Wednesday change employee’s time card.
14. File all accounts payable paid invoices and mailed checks paid to vendors. Make sure to include payment stubs and verify account numbers and Invoice numbers.
15. Run monthly charge assessment program every 1st of the month.
16. Run monthly late fee charge every 10th of the month.
17. File monthly reports of computer activity and bank deposits.
18. Prepare the minute’s mail out to every unit owner.
MARIO TORTORA
ASSISTANT MANAGER
ASSISTANT MANAGER
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