Office Coordinator

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Pomona, CA

Job Title: Office Coordinator

Location: The Daumier at Western University of Health Sciences

Reports to: Director of Housing Operations

Salary: $16.00 per hour

FLSA Status: Non-Exempt

Summary

The Office Coordinator shall assist in the daily operations of the office. The person will serve as the critical “first contact” in The Daumier office by greeting/serving students and the general 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. This position is located at the Western University of Health Sciences campus in Pomona, CA.

Duties and Responsibilities

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, whether it is a resident, parent, campus partner and/or service request, etc. Transfers call to the Assistant Director or Director of Operations when appropriate.  
  • Provides administrative support to the Director and The Daumier team.  
  • Collects and accounts for fees and other monies received; maintains ledgers and other financial records as assigned.  
  • Receives, sorts, and routes mail; checks in resident mail, and contacts students.  
  • Operates office machines such as a label maker, copier/fax machine, and computer. To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, and Outlook.  
  • 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.  
  • Other duties as assigned.   

Office Management  

Maintains a professional, yet friendly, atmosphere in the offices and other areas where prospective and current residents meet.   

  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel is unavailable.  
  • Maintain and organize resident records. Strong organization and record-keeping skills required.  
  • Must be able to operate a multi-line telephone, personal computer/keyboard, Microsoft Office, and community software.  
  • 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 the management team.  

Leasing/Marketing   

  • Leads tours with prospective Western University of Health Science students, visitors, and international agents 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   

  • Assists Assistant Director 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 requests for quick turn-around.  
  • Willingness to participate in training in order to comply with new or existing laws.   

Work Hours:
Monday-Friday 8:00 am – 5:00 pm.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is usually performed within an office environment, with standard office equipment available. The work environment is mid-to-high paced.  The noise level in the work environment 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 25 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 Required:
High school diploma or general education degree (GED) and two to three years’ clerical experience and/or administrative support services. Knowledge of general office procedures and practices is preferred. Familiarity with Western University of Health Science and/or working with college students is preferred. Strong organization and record-keeping skills a must.  

Qualified candidates must have experience in hospitality or student housing.   


Other Information

Competitive benefits package, including health benefits, dental benefits, vision coverage, 401K, life and long-term disability insurance coverage, on-site parking, and use of on-site recreational and fitness facilities.  Applicants must be able to pass a pre-employment background check and drug screening.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact recruitment@cocm.com. We will make every effort to respond to your request for assistance as soon as possible.