Fire Alarm Monitoring- contact Datawatch and have them change status to “testing” during any inspection or anything that could trigger the fire alarm.
Fire Alarm Out of Service: Datawatch is the facilitator for fire alarm services in the building. The code of building is 966, and the contact number of Datawatch service center is 240-683-6520. He will take few minutes to come and resolve all the issues related to fire alarm without charging any additional amount as it is a free service.
Roof Leaks- Call Firestone. We use Tecta America as the company that provides the service. Our warranty is through Firestone though. When you call to schedule them to come out, be sure to emphasize that any non-warranty work needs to be shown to you or John or the building engineer for approval before they begin.
Bug/Critter Issues- Infestation Control: Trey Stillwater: 301.294.0800
Main Telephone Room: Located in the Engineer’s office in the basement. Anytime a new tenant moves in, most likely their phone/internet company will need access
Main Electrical Room- located in Pagenstecher suite back by their bathroom. Make sure you alert Loretta that people will be in and out of their suite. Also remember that they have a security system that will need to be disabled if access is required before or after business hours. (Loretta is very responsive via e-mail)
Lobby Listing- $35 per strip. If name is too long it will be split into 2 strips which would cost $70. APCO is the company we use. We purchase 10 prepaid stickers at a time. There is a file in the file cabinet to the R of the computer. David Bookhammer is my contact. 404.688.9000 x276
Key Cards: click icon on the Google home page for “eMerge” username and password will automatically generate.
o Click on “administration”, then select “people”
o Click “add”
o Last name, first name, Notes: put business name (Ie 440, Atlantic Real Estate)
o Click “next”
o In “hot stamp” & “encoded #” put 5 digit number sequence from the front of the card (this will be the first 5 numbers of a long sequence)
o Click “all access” for 440 tenants, otherwise click whichever access is appropriate. Click > arrow, click “apply, click “save”
o Once you do this, to double check to make sure it will grant the necessary access, test the card on the key pad by the 3 entrances.
Click on “monitor”, “activity log”. This will show you if access was granted or denied. You can make the appropriate adjustments.
Suite Signs: idsignsystems (bookmarked on homepage) : u) p)BThornton1
o Cristallo 8.5x11
o I normally store them in the locked closet in the workroom
Wallpaper- Stored in the closet at the top of the stairwell by the roof access. We use T.C.’s Wallcoverings. Tom Lavalla home: 301.698.2682 or cell: 301.775.0542
Internet/Phones: If the internet goes down (so will the phones you’ll see 3 amber lights on the top right of the phone) contact Comcast: 1.800.391.3000 ACCT# 09569-703198-01-8
o If everything is fine regarding the internet and the phones are still acting up, contact Vocalocity: 1.866.901.0242 ACCT#13773
Blinds: ordered through select blinds. It is much cheaper but it takes a little longer to get them in. Place a copy of the order confirmation with the selections in the customer file for quick reference.
Carpet: when ordering carpet, make sure you call & email Bob (owner) the selections. Get confirmation in writing. We’ve had issues with him ordering the wrong carpet. He also keeps no records, so make sure you place a copy of the order form with the customer file for reference in the future. Clover Carpet: Bob: 301.590.0905
o Whenever carpet is being installed, try to schedule it for a Friday. We get a lot of complaints about the smell of the glue. Less people are in the office on Friday, and it gives the weekend for the smells to dissipate.
Plumbing/Water: We use Aspen Hill Plumbing: Dave Glick: 301.933.0801 for any plumbing needs outside of the abilities of the building engineer.
o Any work that requires the water to be shut off completely for any duration of time, needs to occur on Tuesdays (Dr. Dyzak is closed on Tuesday). The work needs to be completed before 9am or after 5pm.
Kitchen Supplies: Paramount Vending: Lisa Burke: 301.317.4330 Cups, creamers, coffee, tea, sweet n lo, equal, sugar, dry creamer, hot chocolate
o Paramount does one order of coffee per month. So once you have about 1/3 of the box left, make sure you order more. We get the 2.5 oz bags.
o John orders water from Paramount as well for his personal usage. Check with him to see if he wants to order anything before you call.
The contact number of Paramount Vending is 954-972-7293, and email is paramountrefreshmentsolutions.com. The visitor may charge fewer amount to visit the site so that should be provided to him on every visit.
Soda Machine Key: located in top drawer in R File cabinet under desk.
o Sodas are stored in closet in the kitchen
o Diet coke has a shelf life that is printed on the bottle
o Make sure when you refill the machine you slide the vertical bars back into the lock position before you shut the door
The diet coke bottles that will expire within 30 days should be consumed first. The strategy for this concept can be applied by placing the bottles in a way that one which has less time to expire appears in the front of the shelf.
Telephones in 440: Vocalocity: 1.866.901.0242 ACCT #13773 “Atlantic Real Estate Group”
o www.vocalocity.com – log in: u) bthornton1 p)10605AREG
o Plug data line into phone (SB) and if needed, plug computer into phone (PC)
o You need to get extensions from Vocalocity, then you create user, then assign ext # to user.
o If the microphone is lit up amber, it means the connection to the data port is bad.
o If the 3 lights next to the extension #’s are amber, the internet is down.
o Be sure to give whomever is receiving the new phone a copy of the “Quick Reference Guide” that is in the white book
Telephones in 440: There is a need to call Mr. Peterson to add, delete or purchase of extension as he knows how to deal with it. Note: In a case of temporary delete of extension from operator room will not delete it from the history.
Build Outs: Structure Systems: Bill McCaffrey: 301.455.5610. Most recent buildouts are: 201, 300, 301, 302, 400. If anything comes up regarding those suites, check with John first, then contact Bill. I created a “Build out Spreadsheet” that tracks all of the selections for quick reference.
Alarm: Pagenstecher has an alarm. To turn it off, its 120110, to turn it on, “all on” 120110
Paper: John purchases this. It is stored in the closet in the work room (key is hidden behind the Listerine bottle in the cabinet above the fax machine)
Envelopes: they are in the L file cabinet under the desk (2nd drawer down). More envelopes are in the cabinet above the color copier in the nook in the hallway.
FedEx: u) AtlanticRE p)10605AREG – make sure you write customer name in the PO Box so you can easily track where the charges should be directed. Print and keep receipt with the postage expense log so you don’t forget. The model had to replace with P/W 10605 Areg.
Postage: in the workroom there is a wire basket that says “mail requiring postage”. Check this basket every morning and throughout the day. If the mailman has already come, and something needs to go out that same day, you put postage on it, then take it down to the mailbox outside of the building. If you can stamp something before the mailman comes, he will pick it up for you. His name is Ronald. There is a blue Pitney Bowes postage machine next to the wire basket. You place the piece of mail on the scale portion, then the screen will prompt you to enter your code. It’s 3736. Once the scale calculates the postage, you slide the postage in the slit at the bottom and let the machine do its thing. Make sure you lock the machine after you use it. When you need to refill the postage, we refill in units of $100. This usually happens once every 6 weeks. You unplug the phone line from the fax machine (note which port you pull it out of so you can be sure to put it back in the proper place) and into the back of the postage machine. Follow the instructions. Print the receipt on an 8.5 x 11 sheet of paper and put it in the tenant expense log to be sure to include it on the Atlantic rent sheet. The code for entering workroom is 3736. The mail carrier comes around noon to deliver the mails so there should be someone who can receive it.
Building Keys: In the closet where the checks are by John’s office, there is a key board that should have a copy of every key necessary for the building. The lower #’s are for Suite 440 & correspond with the white binder lying on top of the R file cabinet next to the desk. It is in the front clear pouch
o It would be a good project to complete to go through the building informing the tenants that we are auditing our master key board, and that we need a copy of all keys used to lock any doors in their suite. This is a convenience for them. Most of them don’t realize that we need a copy of the key. It would probably be easiest to go through floor by floor.
o We make door keys in house, so give them to the building engineer with the proper label. Key tags are in the R file cabinet by the desk, top drawer.
White Binder: The white binder lying on top of the R file cabinet by the desk is a “master book” of sorts. I have updated it as needed, but didn’t want to reprint since I didn’t want to lose information that you may need to reference in the future.
Reserved Spaces: order through MyParkingPermit.com
o I usually call to make sure they use the same font and size as the most recent order. They take about 2 weeks to get in.
o One of the prizes for our holiday party this past year was quarterly reserved parking spaces. The second quarter was awarded to someone whose company no longer works here (NICCJV).
o July-Sept = Riva/JML Suite 440. They want “VSAG Marketing” on their reserved sign.
o Oct-Dec= Marilyn Gagen Suite 500. Order her sign the beginning of September. Ask her what she would like printed on the sign before you order.
P/W Forbes 13 is the email address for reserved space. Note: John suggested not using marketing for this purpose.
New Tenants:
o Create a sub-folder in “Concord Leases”
o Scan signed copy of agreement
o Add customer in QB
o Create Physical Folder
o Update Rent sheet with all of the information
o Request insurance certificate to keep on file (also scan and file in “tenant Insurance” before putting in folder)
Building Closure: We ONLY close the building if the Federal Government shuts down for the entire day. Building will not be shut down unless if there is no way to remain open.
Copy Codes:
o Enter AREG code: 10008
o Select “Custom Settings”
o 01913
o Key Operating Program
o 01913
o Copier
o Account control
o Scroll down
o Acct # control
o Enter 5 digit code
o Enter
o “ok” until home screen
o Enter 5 digit code into the COPY CHARGES spreadsheet in the computer
Always instruct the tenant to press “audit clear” when they are finished to prevent others from copying on their account. Type 174523 in the run tab on the left side of the website to run a report.
Crashplan: Backup Cloud Program: automatically renews annually as long as the credit card info doesn’t change. U) P) concord10605
QuickBooks: backup on black USB that is in the top drawer of the R file cabinet under the desk. I usually do this twice a month.
Voided Checks: Whenever a check needs to be voided, put a line through the check, write void. Void it in QB, Initial BP on check (so you know if something has or has not been entered), then file it in the white envelope at the bottom of the drawer in L file cabinet, top drawer.
Mulch: Get from TriState Stone. Mulch is 6 yards. Manuel Poblete does the landscaping. John usually communicates with him.
Notary: If you are not a notary, you should become one. It is very simple. Just do a Google search. The tenants who require notarizing are: Thorne, Potomac Business Services, VSAG, and Clear Architectural.
If any work needs to be done on the 4th floor roof, inform them so they can shut the blinds. Roof access for the 4th floor is through the kitchen in their suite.
Marilyn’s office gets very hot in the summertime since 2 walls are completely glass. During the summer months I check in with them daily/every other day to make sure the temperature is ok.
Dr. Weiner’s office has “flooded” a few times from him leaving his AC unit on. We recently replaced the carpet in his office. Everything seems to be ok now.
Morning Routine:
Prop open door; turn on all light in suite, conference room, hallways, and kitchen.
Turn on copy machine
Check to see if any mail requires postage
Restock kitchen
Make coffee
Check paper levels in color printer, black and white printer, copy machine, and fax machine.
Run craigslist ads
Check voicemail and respond to e-mails.
Check whether the lighting in the building is proper or there is a need of repair.
Check whether any dues are to be paid on that day.
Check internet and telephones if they are working properly or not.
Inspect if thermostat and fire alarm are in steady position.
Find out if there is any leakage of water in the building.
Marketing: There is a folder in the computer call “Marketing 2013” that is updated. Use these flyers.
Craigslist: u) p)BThornton1
o 440-Everyday, other suites/flyers every 3-4 days – once you log in, you can just “renew” the listings
MailChimp:
o u)Arellc p)AREG10605
o Maternal grandmother – June, paternal grandmother – Evelyn, grandfather occupation – policeman
o Click “campaigns”
The easiest way to send something is to “replicate” put your mouse over a particular campaign and click replicate. There is a “subscribe” link embedded in each that is specific for Atlantic and Concord. Be sure to specify in the header whether it is a Concord campaign or an Atlantic campaign. If it is something that goes to the entire building, still send out 2 campaigns.
Photobucket is done to record that contains all necessary activities that should be communicated to others in the building. Also, add details of a new tenant so he should also get update information regarding activities in building.
Invoicing: Atlantic
My Documents, “2013 Invoicing”. Rent sheets
o Rent- make sure you update the sheet every time there is a rent increase.
o Phones (Atlantic Only) - $30/mo usage, $90/phone (1 time charge), $15 shipping per phone.
o Postage- Code is 3736. Lay envelope on scale, then slide it under to stamp. Use the “tenant expense log” to track all expenses during the month. Do this as soon as a charge occurs that way you remain consistent and accurate with your records. Invoices should go out around the 20th of the month for the following month. I usually calculate totals per customer around the 18th. There is a 20% up charge. So come up with your total, and then multiply it by 120% and that is what should be reflected on the invoice.
o Directory Strip: $35/each (we use APCO) onetime fee
o Copy Charges: $.07 per copy.
Go to copy machine, enter 01913
“custom settings”, key operator programs, enter 01913
“copier”, “account control”, “number of copies per account”, “print”
Use computer folder “COPY CHARGES” to fill in the necessary numbers. You will need to adjust the formulas in the cells to accommodate a new month.
Door King System: It is the company that provides access control solutions by offering intercom systems, telephone entry and gate operators. The building code is 288, and the contact number is 800-826-7493. The fax number is 310-641-1586. The employee will come in 20 minutes of the call and manage all the things that are required. Note: there is no need to pay additional charges as all the services are offered freely by the company.
Invoicing: Concord
My Documents “2013 Invoicing”
o Rent- Make sure you update the sheet every time the rent increases
o Real Estate Tax- this is a monthly charge and will change when you do next year’s “Pass through expenses”
o Operating Expenses- this is a monthly charge and will change when you do next year’s “pass through” expenses
o Parking- it’s normally #35/month. John will tell you if it is different.
o Directory Strip – only if ordered, and will only b a onetime charge
o Miscellaneous charges- there may be some random charges occasionally ie. Garbage disposal, plumbing work, locks rekeyed. Best to track this immediately in the tenant expense log (be sure to include a copy of any receipts for the charges with the customer file)
o Invoicing should be sent to tenant around the 20th of the previous month.
Contact Greg Gasper if bathrooms are not cleared properly.
All members agree to the charges for a variety of services in the building that are mentioned below. However, some of the charges in the list will apply only one is using the service and some of them are charged in the beginning only.
Payments/Deposits
Payments:
o Record in 3 locations
1- QuickBooks
2- Excel Spreadsheet – record in 2013 invoicing
3- Pink folder – monthly rent checklist (found in 2013 invoicing) highlight as you receive them so at a glance you can see who still owes rent for the month.
Deposits:
o Stamps and slips are in the second drawer down on your left side of the desk
o Make sure you copy the deposit slip with all of the checks listed on slip before you take it to the bank. Tape yellow deposit slip is on piece of paper to but on top of copies. Then once deposit is made at the bank, tape dep receipt on same page ( also “record deposit” in QB at this point)
