Job Title: Office Coordinator
Location: Christa McAuliffe Residential Community and Entrepreneurship Living Learning Community at Bowie State University
Reports to: Director of Affiliated Housing
FLSA Status: Non-Exempt
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
- Receives payments and issues receipts.
- Assists with contracting and billing/collections process Includes use of Property Boss system (assignment and billing software).
- Uploads receipts/proof of vendor payments
- Assists with maintaining current budgets for Assistant Directors, Maintenance Supervisor, Director.
- Manage and maintain active and Answer incoming telephone calls, determine purpose of callers, and forward calls to appropriate personnel or department. Take and deliver messages or transfer calls to voicemail when appropriate personnel are unavailable.
- Welcomes on-site visitors, determines nature of business, and announces 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.
- 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, receives, and maintains 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, 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 machine, 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 coffee machine cleaned and open on a daily basis.
- 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 the supervising student office assistant.
- Other duties as assigned.
- Participates in outreach marketing activities
- Assist with facilitating new applicant process prior to move in.
- Assist with weekly and monthly reporting
- Assist with performing external market outreach at nearby businesses, organizations, etc.
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.
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, or 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.
High school diploma or general education degree (GED) and two to three years’ clerical experience.
- Language Skills – Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
- Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
- Reasoning Ability – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
- Computer Skills – To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel and Outlook.
- Other Skills and Abilities – Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.
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.