Various deliveries are made throughout the day. It is important that ALL deliveries are logged in as soon as they are received to ensure the recipients receive them. (See 708 Packages for details on logging deliveries.)
ESCROW
Escrow requests are the most common delivery we receive. These deliveries are to be opened and logged (along with the check number, amount and HOA name) as a priority. All and any Escrow checks received need to be stamped on the back of the check as well as the front of the stub. If it is an escrow order, it needs to be scanned through to the Receptionist inbox and forwarded to escrowchecks@actionlife.com. If it is closing documents/payment, there is no need to scan it and you would place it in the hang folder labeled “Escrow” in the drawer. Whether you scan it or not, it should still be logged in the Reception Log.
- Escrow Order: An order will typically have an order form and an Authorization form. It will also have some sort of document that needs to be filled out. You can also check the memo of the check stub as it will sometimes outline what the check is for.
- Escrow Closing: A closing will typically have a letter that states that escrow has now closed and it will also have a copy of the grant deed. There is also an Action letter that tells them to return once escrow has closed this is another indication it’s a closing. Lastly, look at the memo line of the check stub, it will usually say it’s for dues.
**WHEN IN DOUBT, PLEASE SCAN AND EMAIL IT TO ESCROW. DO NOT EVER ASSUME IT’S A CLOSING SO WE DON’T DELAY AN ESCROW ORDER.**
- Scanning:
- All mailed in Escrow orders are to be scanned to the Receptionist email folder and then forwarded individually to escrowchecks@actionlife.com. Be sure to stamp the front of the stub and the back of the check, un-staple the documents, and place the check on top before scanning. If the order came with a small personal check, you will need to tape it the bottom of the order form you are scanning in along with the rest of the documents provided. To scan, place the documents on the top portion of the scanner facing up and press the send button. This will prompt the touch screen to change, proceed by selecting address book and select “Receptionist”.
- If the documents are larger than the standard letter size, select functions -> original size -> legal -> Close and then proceed with sending the document. If the order contains 2 sided documents, select functions -> duplex -> two sided -> OK and then proceed with sending.
- Once the document is in the receptionist folder you will forward to escrowchecks@actionlife.com change the “from” title to Corporate Reception, and in the subject line you will need to put the TURN AROUND TIME OF ORDER/ HOA /PROPERTY ADDRESS /ESCROW COMPANY. No need to put anything in the body of the email unless you have anything to note.
- If the scanner sends an error message after multiple attempts to scan a check, there may be a Security seal that will not allow you to continue. Because these are high security checks, you will have to make a copy of the check, and scan the copy of the check with the documents over to escrowchecks@actionlife.com.
- CLOSING DOCS DO NOT NEED TO BE SCANNED: The documents often have a cover letter disclosing that an escrow has closed. Another tip to distinguishing these documents is to look at the check memo line as it will normally say it’s for HOA dues. It will also most likely have a grant deed attached which means there is a new owner. When in doubt please ask your supervisor and/or scan it to escrowchecks@actionlife.com as we never want to delay anything that could be an order.
Sunwest Bank Deliveries (Yellow Bank Bags)
There are yellow Sunwest bank bags that get exchanged once daily. Most days it is 2 or 3 yellow bags that come in and go. Once a day (usually after 2:30pm) a rep from Sunwest Bank comes in with new Yellow Bags. You take the ones they are bringing and give them the ones we have in our outgoing drawer. You will always have the keys for these bags at the front desk. When you get the new bags, open the bags with the keys and flip the cards so it shows Sunwest Bank instead of Action and take out any checks/papers in these bags and place it in the Cash Posting folder that is at the front desk. Keep these bags in the outgoing drawer as this will repeat daily.
Cash Posting is who will be out contact should anything ever come up regarding the bags.
Special Deliveries:
We do not open any packages/mail for the following people:
- Matthew Holbrook
- Mark Holbrook
- Mike Morris
- Paul Firth
- HR Department
- Amazon Packages addressed to specific people
ALL other mail envelopes must be opened to be distributed properly. Packages/boxes don’t need to be opened unless they are not addressed to anyone. Then we would open to figure out who it goes to. Follow these special delivery instructions:
- ADP not addressed to an HOA (Bi-weekly: Grey package with red print) – Chat Denise Gomez or drop it off in person ASAP (DO NOT OPEN). If she is not available, it can go to Erin Ramsey.
- Amazon packages – DO NOT OPEN. Deliver to recipient directly.
- Anniversary Cards – HR: Ashley Hazen
- APM Data Services – Erin Ramsey
- Architectural Applications – Provide oversized plans to an MA in office that day. Otherwise normal sized apps can go to the MA inbox in CPS.
- BOD Candidate Statements – Email to MAOC@actionlife.com if they are part of the Irvine portfolio, otherwise send to manager assistant of the association.
- Business Cards – HR: Ashley Hazen
- Certified Letters (with bar code) that say Tax Collector, Notice of Auction or Notice of Trustee’s Sale – Collections Rep of that HOA.
- Checks for Jeff Micciche – Forward to Staff Accountant of HOA
- Checks for Nicole Miranda for Action Events – Forward to Kara Nomura
- Civil Code 4041 (Address & rental status form) – Email to MAOC@actionlife.com if they are part of the Irvine portfolio, otherwise send to manager assistant of the association.
- Clubhouse reservation items – Manager Assistant.
- Confidential Resident Form – CPS
- Employment Verification – HR – Check Knowledge Base to confirm who in HR specifically
- Essex Property Trust – Deliveries from them to Santee Village go to their Staff Accountant
- HR Deliveries – Do not open. Place in Rosa Raymondi’s folder if there is no folder for the rep it’s for.
- Invoices for HOAs – Email the manager of the association and copy workorderupdates@actionlife.com
- Invoices for Office – Hard copies are placed in Mayra’s inbox on her desk. Emailed/Faced invoices get forwarded to: corpaccountspayable@actionlife.com
- Ingram Micro deliveries – They go to IT unless specified otherwise
- Jeff Micciche checks – Forward to Staff Accountant of HOA
- Legal Documents/Subpoenas/Summons – Scanned to Melissa Brand and placed in her hang folder at FD
- Nicole Miranda Action Event Checks – Forward to Kara Nomura
- Non-compliance responses (such as hearing notices) – Community Manager
- Olen Monthly Invoice (Office Mgmt.) – Bethany Osorio
- Paychex for Claudia Faison goes directly to Manager
- Paychex Villa Balboa package goes to property manager of Villa Balboa
- Preliminary Notices – Goes to the manager of the HOA
- Proposals: E-mail to workorderupdates@actionlife.com and copy the Mgr of the HOA.
- Proxy – Email to MAOC@actionlife.com if they are part of the Irvine portfolio, otherwise send to manager assistant of the association.
- Pittney Bowes returned mail- do not stamp; hand deliver to CPS and place in folder
- Santee Village delivery from Essex Property Trust – Staff Accountant of HOA
- US Bank envelope delivered from UPS that says it’s for Eliana Iturrizaga – place in Cash Posting folder
- Vendor Inquiries: Search Knowledge Base for VendorSmart for instructions.
- Wage Garnishments go to Erin Ramsey in HR (confirm in Knowledge Base)
- Welcome Cards: HR: Ashley Hazen
Vendor Deliveries (Goodies)
Vendors often drop off goodies with brochures or business cards to either promote their business, get on the vendor list or just to say Thank you.
- If a vendor drops off goodies for a specific person, please inform that person for them to pick up or have it delivered to them directly during the allowed delivery times after your breaks.
- If a vendor is dropping off goodies for the office that are not for anyone specific, accept it and thank them and notify Kara so that she may pick it up and distribute appropriately. If Kara is not in the office, you may take the goodies to break room but still email Kara to let her know the name of the vendor and what they dropped off. If they drop off any marketing material, please provide that to Kara and do not put it out. She will distribute if they are on the preferred vendor list. Make sure to let her know if any marketing material was dropped off that she needs to pick up.
- You may also check the Preferred Vendor List yourself to confirm when Kara will not be available anytime soon to see if you are able to put out the Marketing material in the break room. If they are not on the list, we are not allowed to put our their Marketing materials. Wait until Kara is back so she can take it. Vendor List is accessible through the “Links” in Mgmt. App. http://home.actionlife.com/departments/OfficeServices/Lists/Vendor%20List/Perferred%20Vendors.aspx
- If a vendor is inquiring about getting on the vendor list, they will need to sign up on VendorSmart to submit their information (vendorsmart.com). Check Knowledge Base for more information.
- If a vendor is inquiring about setting up a lunch and learn, provide them with Kara’s business card so they can reach out to her to schedule something. If they are not on our list, they will need to create an account on VendorSmart.
**When in doubt regarding a delivery, please call Kara, Liz or Josh**