ARRANGING AIR CONDITIONING SERVICING AT NB CENTRAL TOWER (ONLY) 555 FLINDERS STREET

ARRANGING AIR CONDITIONING SERVICING AT NB CENTRAL TOWER (ONLY) 555 FLINDERS STREET

We are organising to get the majority of the ducted commercial heating system in the central tower cleaned, filters changed and a general service. The overall aim is to service three to four apartments per day to minimise the cost and, complete the works as quickly as possible.

We are a tenant only and have no authority to complete repairs without authority of the owner, usually provided by the managing agent. In this case, the process will be that we:
  1. Send a request to agent (apple)
  2. Follow up three days later (apple)
  3. Follow up again three days later (apple)
  4. Formal follow up if still not approved (ND)
Once approved:
  1. We will organise the day the service is to occur, and coordinate three apartments for this time, preferably early in the week when we are less busy (host)
  2. Technician will complete the work and provide a report
  3. Report is scanned by host and attached to ticket before assigning to Apple
  4. Send report, deduct payment from next rental payment (apple)
  5. Load and pay invoices from contractor (apple)

Steps:
Create a ticket for each apartment to be serviced (40 tickets) apple
  1. Use the agents details for the contact for the ticket
  2. Once ticket is made and saved, click on reply icon
  3. Insert the template for correspondence 'NB AC SERVICE REQUEST'
  4. Send to agent
  5. Follow up
  6. Once approved, Apple to assign to Northbank host
  7. Northbank host is to organise three services on the same day and book this in with the repairer by email, then update each ticket to reflect service date.
  8. Once service is complete, Northbank host is to scan service record and assign ticket to Apple
  9. Apple to update next rent payment to deduct this amount and close off ticket
  10. Invoices, as they come in should be billed to Northbank Apartments PTY LTD and coded to rent before being paid weekly



CONTRACTOR:
Grotec Mechanical Services P/L
14/110 Indian Drive, Keysborough VIC 3173
Postal: PO BOX 353 Berwick VIC 3806
P: Free Call 1800 GROTEC

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