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Like any
other High-rise Residential Building the Pinnacle is a building of major
proportions requiring tremendous attention to detail. The mechanics
alone are mind boggling to the average person.
There
are Elevators, Pumps, Lighting, Boilers, Water Softeners, Plumbing,
Valves, Sprinklers, just to mention a few. Then there is the people
factor – Staff, Residents, Vendors, Contractors, Service personnel,
Delivery people and so on.
What
follows is an extensive list of duties that must be performed by our
onsite managers.
This list does not include what is done at
the management corporate office such as financials, collections,
statements, accounts receivable, and accounts payable.
Management Job Descriptions
General Manager
Manage day-to-day operations of the Association. Handle all aspects of
Board relationships, legal matters, construction defect issues and
general issues having a direct relationship or effect on the financial
and operational aspects of the Association. Directly supervise the
efforts and activities of the assistant general manager and building
engineer. Ensure (along with association’s counsel) that the Board of
Directors and the association comply with all laws that govern Homeowner
associations and non-profit corporations.
Assistant General Manager
Assist
the General Manager with the daily activities of managing the management
office. The assistant general manager acts as the liaison between the
general manager and the Board of Directors. The assistant general
manager performs all the duties of the General Manager in his absence.
The assistant general manager has direct supervisory oversight of the
front desk, security, maintenance, and janitorial staff. The assistant
general manager oversees the efforts of the janitorial staff, to ensure
the Association's common rooms and adjacent areas are maintained
according to the highest standards required by the Association.
Day to Day
Operations:
Physical Property
Negotiate Contracts (w/ Board Approval), schedule,
direct, and oversee maintenance of the Association’s:
HVAC systems
o
Cooling tower
1.
Associated Pumps
2.
Pump motors
3.
Actuators / Isolators
4.
Compressor
5.
Pressure Valves
6.
Water Chemistry
o
Boilers
o
Common Area Air handlers / Chillers
o
Common Area Heat Pumps
1.
Lobby
2.
Amenity Room
3.
Gym
4.
Theater
5.
Guest Suite
6.
Elevator Mechanical Room
Domestic Water systems
o
Water Softener
o
Booster pumps (3)
o
Pressure regulating valves (7)
o
Hot water heaters (6)
o
Reheat tanks (3)
o
Recirculating pumps (4)
o
Associated supply and return valves
Life Safety
o
Fire Panel
o
Sprinkler Maintenance and inspection
o
5 Year Certification
o
Emergency Generator
1.
Inspection and maintenance
2.
Fuel
o
Fire Pump
1.
Inspection and Maintenance
2.
Fuel
o
Annual Walk with Fire Marshal
o
Stairwell / Elevator Shaft pressurization fans
o
Trash chute Exhaust fan
Elevators
o
Inspection and Maintenance
o
Repair
o
Emergency Systems
o
Annual Inspection and license fee paid
Pools / Spas
o
Pumps
o
Chlorinators
o
Filters
o
Heaters
o
Timers
o
Lighting
Exercise Equipment
o
Maintenance and Inspection
o
Repair
Garage Gates
o
Maintenance and Inspection
o
Repair
Pest Control
o
Maintenance
Landscaping
o
Irrigation
1.
Monitoring
2.
Repair
o
Plant Material Maintenance
o
Seasonal Color
Administration
Annual Meeting
o
120 Days Before
1.
Set date of meeting
o
90 Days Before
1.
Send notice of pending election:
-ask for candidates (provide director qualifications)
-set date for the close of nominations
2.
Select Inspectors of Election at an open meeting
of the board
o
60 Days Before
1.
Finalize list of candidates and candidate
statements
2.
Set date for return of ballots
3.
Prepare official notice of meeting, ballots and
envelopes
o
45 Days Before
1.
Mail notice of meeting, candidate statements,
ballots, and envelopes
2.
Schedule candidate forum
o
1 to 5 Days Before
1.
Cut-off for Inspectors of Election to receive
ballots (if bylaws allow for election to be conducted entirely
through the mail)
2.
Envelopes remain unopened but may be logged in
o
Annual Meeting
1.
Establish quorum
2.
Meeting called to order
3.
IRS Tax Resolution
4.
Balloting (if voting required at the meeting)
5.
Inspectors open and count ballots
6.
Results announced; also posted within 15 days
7.
Board holds an organizational meeting to elect
officers
Monthly Meeting
o
Executive
1.
Set Agenda
o
Litigation
o
Formation of Contracts
o
Disciplinary Hearings
o
Personnel Issues
o
Payment of Assessments
2.
Post Notice
3.
Write Management Report (summary of agenda
topics)
4.
Write Minutes
o
Open Session
1.
Set Agenda
o
Approve Minutes
o
Financials Review
o
Collection Actions
o
Investment of Association Funds
o
Correspondence
o
Maintenance Report
o
Facility Directors Report
o
Committee Reports
2.
Post Notice
3.
Write Management Report (summary of agenda
topics)
4.
Write Minutes
Compliance
o
Property Walk
1.
Storages
2.
Parking Spaces
3.
Hallways
4.
Balconies
o
Violation Letters
1.
Written
2.
Mailed
o
Hearing Notices
1.
Written
2.
Mailed
o
Hearing Results
1.
Written
2.
Mailed
3.
Fine Processed through accounting
Resident Requests
o
General Maintenance
o
Building Issues
o
Assessment Questions
o
Budget Questions
o
Compliance Issues
o
Architectural Review
o
Process purchase of fobs / remotes / common area
keys
o
Process Move In – Out / Amenity Room / Guest
Suite Deposits
o
Emergency Response (Water / Power / Fire)
Budget Preparation
o
Negotiate Contracts
o
Investigate Utilities Increases
o
Review Delinquencies
o
Review Year to Year Comparisons
o
Note / Understand Variances (budget/actual)
o
Understand “Other Income” (investments / Amenity
/ Guest Suite / Violation fines)
o
Work in conjunction with the Finance Committee
o
Reserves
o
Include in Annual Mailing
Reserve Study
o
Annual Reserve Study Update
o
Comprehensive Study every 3 years
o
Homeowner Contributions
o
Reserve Expenses
o
Include in Annual Mailing
Annual Financial Audit
o
Hire Association Accountant
o
Review Audit
o
Present to Board of Directors for Approval
o
Mail to Membership
Annual Mailing
o
Annual Budget
o
Assessment and Reserve Funding
Disclosure Summary in accordance with Civil Code §1365.2.5.
o
The Association's Collection and
Delinquency policy
o
Notice regarding Non-judicial
Foreclosure in accordance with Civil Code §1365.1
o
The Association’s Architectural
Guidelines.
o
The Association's Rules
Enforcement Policy
o
The Association's policy for
Alternative Dispute resolution in accordance with Civil Code
§1369.510 to §1369.590
o
The Association’s policy for
Informal Dispute Resolution in accordance with Civil Code
§1363.830(g)
o
Summary of the Association's
current Insurance Policy
Insurance
o
Acquire Insurance for the
Association
o
Complies with Governing Documents
o
Shop for Best price
o
File Claims When Necessary
Daily Staff Oversight
(engineering, housekeeping, concierge-front desk, security)
o
Understand and abide by the association’s Rules and Regulations
o
Safe work practices
o
Safe Work Environment
o
Fulfilling contracted obligations
Purchasing of Maintenance /
Housekeeping / Office Supplies
o
Shop for best price
o
Process Invoices in a timely manner
o
Ensure proper product use
o
No
over purchasing (tracking)
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THE
PINNACLE MARINA TOWER
550 Front St
San Diego CA 92101
619-533-7960
