Pomona, CA
Job Title: Office Coordinator
Location: The Daumier at Western University of Health Sciences
Reports to: Assistant Director of Leasing and Marketing
Salary: $20.00-$21.00 per hour and comprehensive benefits package
FLSA Status: Non-Exempt
Summary
Reporting to the Assistant Director of Leasing and Marketing, the Office Coordinator assists in daily operations of the office. The person will serve as the critical “first contact” in The Daumier office by greeting / serving students and the public in person and by phone, supporting front desk operations, maintaining records on all current residents, archiving inactive resident records, researching and resolving issues related to resident satisfaction, assisting in showing and leasing apartments to prospective students, and monitoring and updating the electronic resident information system.
Essential Duties and Responsibilities
- Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
- Answers incoming phone calls and handles each call accordingly. Transfers calls to the Assistant Director or Director of Operations when appropriate.
- Provides administrative support to the Assistant Director and The Daumier team.
- Receives, sorts, and routes mail; distributes resident mail to mailboxes and contacts students for package pick-up as needed.
- Maintains office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Performs other clerical duties as needed, such as filing, photocopying, and collating.
- Evening and weekend work is required as event and office needs dictate.
- Serve as essential personnel during major emergencies affecting campus (i.e. pandemic, inclement weather, fire, natural disasters, etc.)
- Serve in the professional staff on-call rotation.
- Other duties as assigned.
Office Management
- Maintains a professional, yet friendly, atmosphere in the office and other areas where prospective and current residents meet.
- Maintain and organize the leasing office as needed by stocking supplies, coffee machine maintenance, and overall cleanliness of the office.
- Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
- Maintain and organize resident records
- Assists staff with special projects/events; may include the processing of forms, creation of separate databases, coordination of typed material, design of promotional materials, room reservations, final resolution, and attendance of the event
- Placing, removing, and updating banners, balloons, signs, flags, etc
- Maintain open communication with management team.
Leasing/Marketing
- Leads tours with prospective residents, Western University visitors, and other guests while providing handout materials.
- Participates in outreach marketing activities
- Assist with facilitating new applicant process prior to move-in
- Assist with weekly and monthly reporting
- Occasionally will be asked to perform external market outreach at nearby businesses, organizations, etc.
Resident Accounts & Retention
- Willingness to participate in training to comply with new or existing laws.
- Assists Resident Accounts Coordinator in accounts receivables, including making payments to vendors; monitoring discount opportunities; resolving purchase orders, contracts, invoices, or payment discrepancies and documentation.
- Contributes to cleanliness and curb appeal of the community on a continual basis.
- Assists in planning resident functions and encourages resident interactions.
- Assists residents in completing service request for quick turn-around.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.
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 sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience/Skills Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
- High school diploma or general education degree (GED). Bachelor’s degree preferred.
- Two to three years’ of clerical/ administrative support services required.
- Knowledge of general office procedures and practices is preferred. Familiarity with Western University and / or working with college students is preferred.
- Knowledge of operating office equipment such as a label maker, copier, and computer
- Knowledge of Microsoft Word, Excel, and Outlook.
- Strong organization and record keeping skills.
- Experience in customer service, preferably in hospitality or student housing.
- Live within 45 minutes of property – Ability to respond to emergency on-call responsibilities.
Other Information
Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.
If you are unable to submit an application 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.