Office Coordinator

Capstone On-Campus Management LLC

Job Description, Fall 2010

                                                           

Job Title:        Office Coordinator, Walker Avenue Apartments

Reports To:    General Manager

Starting Wage: $16.00/hour plus benefits

 

Summary

In collaboration with UMBC’s Residential Life Department, responsibilities include implementation of the licensing process, roommate assignments, and marketing.  Serve as a representative of Walker Avenue Apartments at Open Houses and University events.  Greets visitors, answers and directs telephone calls, processes mail, and performs other clerical tasks such as typing, filing, copying and faxing.

 

Essential Duties and Responsibilities

• Accounts Receivable
  • Accounts are created in database in accordance with license type; ensure all necessary fields are correctly entered
  • Receives payments, issues receipts; ensures copies are in resident files
  • Ensures rental payments are correctly entered into the database and that accounts are set to post in accordance with the license type and/or payment arrangements
  • At account close, collaborate with the Assistant General Manager to ensure accounts reflect correct balance (including any damage charges, late fees, lock-outs, and lock core changes)
    • Send move-out statement with accompanying letter to the forwarding/permanent address
• Accounts Payable
  • Ensures that all invoices are promptly processed and paid
  • Works with GM when there is a credit balance on a vendor account
  • Assists with invoices sent from Management Office
  • Collects and process necessary paperwork for Vendor Setup
    • Sends paperwork to home office, creates vendor file, and vendor record in database
• Customer Service
  • Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department
  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable
  • Answers questions about organization and provides callers with address, directions, and other information
  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel
• Business Operations
  • Receives, sorts, and routes mail
  • Processes outgoing mail; USPS and courier

o        Creates and prints fax cover sheets, memos, and other documents when necessary

• Office Equipment and Supplies
  • Ensures that all office equipment machines are prepared daily
  • Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes
  • Operates computer terminal to input and retrieve data
  • Operates office machines such as credit card machine, security camera, Keypro, copier/scanner, fax machine, calculator, etc.
  • Monitors, orders, receives, organizes, and maintains office supplies
• Marketing and Licensing
  • Ensure supplies are ordered and received well in advance of peak periods
  • Ensures Licensing signage is posted during licensing periods
  • Ensure forms are updated and copied
  • Participates in Residential Life Housing Selection Committee, Gender Neutral Committee, and Marketing Committees
  • Assist with license signing and file completion
  • Coordinate assignments of new students; facilitate room changes
  • Work with Residential Life, ELC, and Graduate School to obtain approvals for Walker Applicants
  • Creates License Records in Walker database as well as UMBC database,
  • Responsible for creating and distributing the Walker Online Newsletter to all current Residents
  • Works closely with the Maintenance Supervisor to create a turn schedule
• Miscellaneous
  • Performs other clerical duties as needed, such as filing, photocopying, and collating
  • Some evenings and weekends required
  • Works with Maintenance Department to track, via database, all major replacements in apartments
  • Organize and assign projects to CAs and Administrative Assistant.
  • Responsible for ensuring file audits are completed in timely manner
  • Maintain the File Storage Room
  • Other duties as assigned

 

Education and/or Experience                                                

High school diploma or general education degree (GED) and two to three years’ clerical experience. 

 

Computer Skills                                             

To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel and Outlook. Candidate should have the ability to quickly learn and implement new software.

 

Schedule

Office hours are generally 9:00 a.m. to 5:00 p.m. Some nights, weekend, overtime are required.

 

Application

Interested applicants should submit their cover letter, resume, and contact information for 3 professional references (at least 1 should be a current or former supervisor) to

 

info@walkeravenueapts.com

 

Applications will be reviewed on a rolling basis until position is filled.