Caretaker Wanted – GOLDEN POLES CHALET

The Golden Poles Chalet Association is looking to interview prospective candidates for the Building Caretaker position. Our Caretaker must live on-site in an Association owned unit, and also receives a salary. We’d be happy to talk to you about the position and benefits if you believe you meet the qualifications below. Contact: board@goldenpoleschalet.com

CARETAKER QUALIFICATIONS

GOLDEN POLES CHALET ASSOCIATION

To perform this job successfully, Caretaker asserts they are able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required, and are not necessarily a complete list of all requirements.

PERSONAL TRAITS

Employee must be a motivated self-starter, with the ability to see what needs to be done and to carry out the tasks with limited supervision. Employee must have good “people skills”, and have good judgment and common sense for the busy, varied environment.

EDUCATION AND EXPERIENCE

High school diploma or equivalent General Education Degree (GED) minimum required. Experience in property management or general maintenance duties, or equivalent. Computer literate, or has some computer experience and the ability to be trained in additional computer skills for maintaining minimal records and communications.

LANGUAGE SKILLS

Ability to communicate clearly in English, in writing and verbally. Ability to read and interpret documents, such as safety rules, operating and maintenance instructions, and detailed procedure manuals in English.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, monetary units and decimals.

REASONING ABILITY

Ability to apply a common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several variables in varied situations, ability to ‘multi-task’.

MECHANICAL SKILLS

Strong mechanical aptitude, including, but not limited to, the ability to monitor, operate, maintain and perform minor repairs of Association equipment – such as snow removal, landscaping, pool, and sauna equipment, well water pump and storage tank, emergency generator, etc. Skills in construction, carpentry or building maintenance are a plus.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. While performing the duties of this job, employees are frequently required to stand, walk, use hands to handle or feel objects, tools or controls; reach with hands and arms; and talk and hear. Employees may be required to sit, climb or balance; and stoop, kneel, crouch or crawl. Employees must be able to regularly lift and/or move at least 50 pounds. Required vision abilities include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, employees frequently work outside, in sometimes inclement or extreme weather conditions, including rain, wind, ice, snow and below freezing temperatures. Employees occasionally work near moving mechanical parts and/or in high, precarious places, and are occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, extreme heat or cold, risk of electrical shock, and vibration. The noise level in the work environment is usually moderate, with occasional exposure to loud noise.

CARETAKER JOB DESCRIPTION AND DUTIES

GOLDEN POLES CHALET ASSOCIATION

SUMMARY

Keep buildings and grounds in a safe, clean and well maintained condition. Be on site as specified in Employment Contract. Maintain facility by performing the duties included herein. Work with owners to provide customer service and an environment of mutual respect and goodwill. Other duties may be assigned by the Supervisor.

Supervision and Direction

Caretaker is an employee at will of the Association, and works for the Golden Poles Chalet owners, as represented by the Board of Directors. Supervision will be primarily from the President of the Board. The President may assign this responsibility to another member of the Board.

ESSENTIAL DUTIES AND RESPONSIBILITIES

COVERAGE OF THE PROPERTY

Seven-day a week, year-round coverage of premises shall be maintained by caretakers or fill-in personnel.
Caretakers shall be available for first response emergency response.
When off premises, Caretakers shall post how they can be contacted.
Caretakers shall arrange, at Caretaker’s expense, for alternate coverage when more than two hours response time away from the premises for more than 12 hours, as approved by the Board.
Caretakers will be provided with a cell phone as the primary Association contact phone. Caretakers will keep cell phone on and carry on their person at all times, unless there is a substitute Caretaker on duty, in which case the substitute caretaker shall keep the cell phone on and carry on his/her person at all times.
During vacation periods, a fill-in Caretaker will be secured (approved by the Board) at Association expense, who will perform caretaker duties on the same basis as Caretakers.

CLERICAL DUTIES

Check Association mailbox daily, and forward mail as appropriate.
Retrieve messages daily from phone voice mail and forward as appropriate.
Maintain the following:

– Forward updates for Owner’s Roster to the Board & Accounting Service

– Caretaker’s Work Schedule

– Contractor’s Visit/Work Log

– Building and Common Area Maintenance Log

– Capital Improvements Log (Remove to Building Committee)

– Outstanding Projects/Tasks List

– Log of distributed key cards and garage door openers

– Inventory of supplies

– Building and equipment operating instructions

– Archive storage of records and files, contracts, permits, etc.

Inventory & distribute key cards & garage door openers to unit owners only.
Notify Accounting Service to charge owners for key cards or openers distributed.
Assist in developing and maintaining property operations manuals.
Provide Board with copies of requested materials, e.g. for budgets, expense and maintenance projections, lists of owners, etc.
Assist to coordinate preparation for meetings, if requested by board.
Work with board on maintenance projections for coming year in September, for preparation of budgets and reserve studies to be presented at the annual meeting.

Bookkeeping

Caretaker will be furnished a petty cash fund for immediate expenditures. Caretaker shall account monthly, or more often if necessary, to the Treasurer with receipts for expenditures, and the fund shall be replenished.
Obtain Purchase authorization from board for equipment or services to be ordered above normal and reasonable supplies?.
Other Accounts Receivable and Payable functions are handled by a professional Accounting Management service.

ENFORCE RULES & HANDLE COMPLAINTS

Ensure that Association rules are clearly posted and communicated to everyone.
Enforce all rules of the Golden Poles Chalet Association promptly.
Flagrant disregard of Association rules and/or continuing abuse of rules is to be reported to the Owner and to the Board of Directors
Caretakers are responsible for receiving complaints.

– Caretakers should initiate corrective actions insofar as possible.

– Consult owner and/or Board when complaints can’t be satisfactorily handled by Caretakers.

Caretaker shall at all times maintain a professional demeanor.
Caretakers are responsible for reporting illegal and/or dangerous activities to local law enforcement agencies, and keeping the Board informed.
Be alert for trespassers, and follow through accordingly.

MEETINGS & COMMUNICATIONS

Attend Board of Directors meetings, when requested.
Submit reports to Board to include current projects/tasks, property issues and problem areas, assessments of projected property needs, maintenance, etc.
Attend all homeowner annual and special meetings and present reports as requested by Board.
Serve as on-site contact person for local, county, and state agencies as required.
Attend Government Camp community meetings and inform the Association of local activities, plans, etc., if no one else is attending.
Respond initially to emergency calls from condo owners.
Respond to questions, requests, and receive and forward suggestions to the board from owners regarding common areas and local community, as appropriate.

MAINTENANCE – BUILDING

Elevator – monitor, clean, and schedule service of elevator, and

– Clean elevator door tracks as needed.

Elevator – respond to elevator calls, stuck elevators and emergencies.
Elevator – monitor, maintain and clean sump and pump
Lock and unlock common area doors as needed.
Maintain unit and building keys as required.
Keep all common areas clean and clear of clutter and debris.

Including but not limited to:

– Main entrance

– Front walking decks

– Stairways and passageways

– Elevator

– Laundry Room (wipe machines, clean lint traps, etc.)

– Storerooms

– Garage (including annual floor cleaning)

– Pool area

– Grounds

– Other common areas as needed

Monitor drainage systems and sumps/pumps.
Clean out sumps – 3 in garage and 1 outside, annually, or when needed.
Clean and maintain common restrooms, shower and sauna in a sanitary condition,

– Stock restrooms with paper products as needed.

Perform maintenance and deck sealing of front walking decks as required.
Empty common area trash and garbage containers into dumpster.
Empty coins from washers and dryers and deposit funds to Treasurer.
Maintain an adequate stock of supplies.
Check fire hoses annually to ensure proper operation.
Alarm System – Check, monitor and have serviced regularly.
Maintain building common elements – perform minor painting, emergency plumbing if possible, limited repairs and other related minor maintenance activities.
Caretaker is to do as much common area maintenance as possible, conforming to all pertinent building codes and/or manufacturer’s specifications.
Any arrangements for outside assistance must be approved by the Board.
Notify Board concerning need for any major repairs or additions.
Consult with Board to assist in choosing best repair approach, as needed.
Assist in setting specifications, collecting data to solicit bids, soliciting bids, and monitoring performance of contractors to ensure conformance to contract specifications for renovations or repairs.
Monitor status of lighting, electrical, satellite TV, local TV antenna, Internet (?), water and chimney systems and coordinate maintenance with the board.
Adjust lighting and times on timers and replace bulbs as needed.
Inventory assortment of necessary light bulbs.
When required, perform the following maintenance functions in common areas and Caretaker’s unit, including, but not limited to:

– Repair or replace faucets, other minor plumbing

– Inspect/replace caulking on showers, tubs, toilets, sinks, etc.

– Adjust, repair or replace door knobs and locks

– Repair or replace window screens or weather stripping

– Paint, minor carpentry, etc.

Monitor and ensure completion by contractors of major maintenance functions, working in conjunction with the Building Committee:

– Exterior and interior painting, construction, snow removal, etc.

– Repair or replacement of Common Area & Caretaker Unit assets, with approval of Board.

Well water pump & storage tank – monitor, inspect & maintain as required.
Emergency Generator – monitor, maintain and have serviced as required.
Prepare garbage and recycling for regular pick up.
Perform other inspections when needed, directed or required.
Perform additional duties as required by the Board of Directors.

MAINTENANCE – GROUNDS

Maintain lawns and landscaping – mowing and edging, watering, weeding, applying pesticides, herbicides, seeds and fertilizers as needed.
Maintain, or have maintained, equipment used for mowing, removing snow and performing other duties, e.g., lawnmowers, snow blowers, etc.
Winter Snow Removal

– Inspect common areas daily for snow and ice build-up and safety issues.

– Keep clear (FREQUENCY?) main entrance, end sidewalks, all walkways, stairs, etc.

– Monitor that snow and ice on driveways, paths, parking lots, roads, and when necessary, in yard areas, are removed by contractor in a timely manner.

– Monitor snow loads on roofs, and take steps to remove, as necessary

– Communicate with snow removal contractor regarding performance.

– Monitor pool/front entry snow melt systems & turn on and off as necessary.

MAINTENANCE – POOL

Maintain swimming pool, pool equipment, chemicals, deck and covers:

– Clean and maintain pool.

– Clean and maintain pool deck.

– Remove and replace cover(s) as scheduled.

– Maintain pool temperature and availability per association procedures.

– Maintain pool equipment according to manufacturer’s specifications.

OR – Schedule and monitor equipment maintenance service to comply with manufacturer’s specifications.

– Test and log ph and chemical levels.

– Apply chemicals as required to maintain safe conditions

– Routinely clean and service pool and filter.

Monitor compliance with requirements of State Board of Health.

MAINTENANCE – SEASONAL

Snow Panels – east side of building:

– Install snow panels prior to winter snowfall.

– Remove snow panels after spring snow melt

– Repair snow panels and store in garage.

– Build new or replacement snow panels as needed.

MATERIALS AND EQUIPMENT

All materials and equipment are to be supplied by Association.
Caretaker shall procure, as economically as possible, all needed and routine materials and supplies, making as few trips to secure them as possible, and maintain an appropriate inventory of supplies and spare parts.

GOODWILL SERVICES FOR OWNERS

Comply with reasonable requests of owners.
Caretaker may assist with occasional minor repairs in individual units, providing a waiver of liability form has been signed by the owner prior to the work.
Maintain a log of all duties performed for individual owners.
Caretaker is expected to be the first response to emergencies in owner’s units, and to contact owners promptly if an emergency occurs.
Coordinate timing for repair personnel for owner’s units, when necessary.
Be available to allow access, and monitor contractors in owner’s absence on Caretaker’s regular days of work.
Perform regular safety checks of all units as appropriate.