Job Title: Office Coordinator

Location: Christa McAuliffe Residential Community and at Bowie State University

Reports To: Director of Affiliated Housing

Salary: $16.00 - $20.00 per hour and a comprehensive benefits package

FLSA Status Non-Exempt

Summary

This unique position will serve as Office Coordinator for the Christa McAuliffe Residential Community, a 460-bed apartment complex, and the Entrepreneurship Living Learning Community, a 557-suite style residence hall located at Bowie State University. This role is responsible for greeting visitors, answering, and directing telephone calls, processing mail, and performing other clerical tasks such as typing, filing, copying, and faxing. Provides service for basic student account inquiries, maintains resident files, oversees supply inventory and office equipment, and performs data entry into resident account database.

Essential Duties and Responsibilities:

Accounts Payable:

• Receives payments and issues receipts.
• Assists with contracting and billing/collections process Includes the use of the Property Boss system (assignment and billing software).
• Uploads receipts/proof of vendor payments
• Assists with maintaining current budgets for Assistant Directors, Maintenance Supervisor, and Director.

Customer Service:

• Manage and maintain active and answer incoming telephone calls, determine the purpose of callers, and forward calls to appropriate personnel or department. Take and deliver messages or transfer calls to voicemail when appropriate personnel is unavailable.
• Welcomes on-site visitors to determine the nature of business and announce visitors to appropriate personnel.
• Answers basic account questions from residents. Refers to the accounting area when necessary.
• Check incoming emails and respond to residents, vendors, parents, etc. with any questions or concerns.

Office Management:

• Coordinate resident mailings such as reminders, collection notices, move-out information, etc.
• Maintains resident files for accuracy and accountability.
• Operates computer terminals to input and retrieve data.
• Maintains a professional yet friendly, atmosphere in the offices and other areas where prospective and current residents meet.
• Orders receive and maintain office supplies. Ensures office is tidy and well organized.
• Creates and prints office forms, making sure a supply is always available.
• Receive, sort, and route mail/faxes, and coordinate employee mailboxes.
• Process outgoing mail, including regular FedEx packets to the corporate office.
• Maintain office equipment and machines such as copiers, postal meters, fax machines, etc.
• Assist users, submit service requests, and monitor/replenish supplies.
• Track and issue keys in accordance with office procedures.
• Assist with leasing and marketing of apartments/rooms.
• Keep the coffee machine cleaned and open daily.
• Replenish and order office supplies and necessities as needed.
• Performs other clerical duties as needed, such as filing, photocopying, and scanning documents.
• Assist Assistant Director in hiring and supervising student office assistants.
• Other duties as assigned.

Leasing and Marketing:

• Participates in outreach marketing activities
• Assist with facilitating the new applicant process prior to moving in.
• Assist with weekly and monthly reporting
• Assist with performing external market outreach at nearby businesses, organizations, etc.

Work Hours

Monday-Friday 8:00am-5:00pm.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Education/Experience/Skills Required:

• High school diploma or GED.
• One to two years of clerical experience.
• One to two years of customer service experience
• Must be proficient in Microsoft Office (Word, Excel, and E-mail)
• Ability to operate basic office equipment including photocopier and telephone. Basic typing and filing skills.
• Must be a team player, we all must work together as we strive to provide the best service possible for our customers.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to deal with problems involving several concrete variables in standardized situations.

Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

Applicants must be able to pass a pre-employment background check and drug screening.

If you are unable to apply because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status, or any other characteristic protected by law.