SOP – Community Care

703: Opening Closing Procedures

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by

kdub
in

Opening

  1. Turn on lights (3 switches by the main doors. They have dimmers so you can dim the main lights a bit but all others should not be dimmed.)
  2. Turn on the computer or log in (you should be shutting down your computer at least twice a week).
  3. Clock in for the day using ADP.
  4. Open the following programs
    • Chrome: Five9, SnapHOA Management App, SOP Website
    • Microsoft Edge: Reception Log
    • EIO Board – Make sure your status is set to “In”
      • Username: apmrecept    PW: apmrecept
      • Click on the up arrow on the bottom right of the screen to view the hidden icons. Right click on the EIO Icon (pencil with envelope) and click on “Sign in As” and type in the Reception username and password to be logged in as the receptionist.
    • Outlook
    • Notebook or the Sticky Notes app  (Optional) – This is to document any information given to you when holding calls or any other info.
  5. Open Locked Drawers with key.
  6. Count parking validations and confirm everything is correct & filled out. If the validation count is off, please email Liz to let her know.
  7. Change Date on stamp.
  8. Deliver any mail/packages from the previous day before you have to open the doors at 8:30am.
  9. Open the doors promptly at 8:30am.
  10. Clear out afterhours voicemails in Five9.
  11. Clear out all emails/Faxes/tasks in the reception email folder.
  12. Check the outgoing bin and confirm everything is listed on the Reception Log and follow up on on old items.
  13. Complete/Follow Up on all key/device requests.

Closing (Start about 10-15 minutes prior to 4:30pm)

  1. Make sure that the lobby is in an orderly fashion, i.e. make sure that there is nothing on the floor and the reception area is free of unnecessary items on the desk.
  2. Wipe down desk/counter top with cleaning wipes every day.
  3. Make sure any faxes, emails, and/or tasks that are urgent are completed.
  4. Save all of your work and do not leave any programs opened.
  5. Lock all the drawers with the key. Make sure any checks, validations, bank bags and anything important is put in a locked drawer or safe so no one has access to it.
  6. Update your EIO status to “Home” with your correct time of 8:00am.
  7. Close doors right at 4:30pm.
  8. Lock/Turn off computer (you must completely turn it off at least twice a week).
  9. Turn all lights off (security lights always stay on so don’t worry about those).