Operations Coordinator

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Pittsburgh, PA

Job Title: Operations Coordinator

Location: Duquesne University – Brottier Hall & St. Martin Hall

Reports to: Director of Operations

Salary: $17.00 – $20.00 per hour and a comprehensive benefits package

FLSA Status: Exempt 

Summary

COCM is searching for an Operations Coordinator for student apartment communities on the campus of Duquesne University in Pittsburgh, Pennsylvania. The primary responsibility of the Operations Coordinator is to provide administrative support for two apartment complexes (Brottier Hall and St. Martin Hall) serving roughly 950 upper-class and graduate students of Duquesne University.  The ideal candidate for this position is enthusiastic, has great interpersonal skills, has a passion for continuous professional development, and possesses a strong work ethic.

Essential Duties and Responsibilities

Office Management

  • Manages the offices and implements efficient ways of keeping the offices running smoothly in a neat and organized manner. Develop processes to ensure this happens. This includes inventorying office supplies, ordering replacement supplies/materials, and maintaining of office equipment.
  • In conjunction with Student Desk staff, answers incoming telephone calls, forwards calls to appropriate personnel, responds to messages received after hours/when lines are busy, and takes/delivers messages.
  • In conjunction with Student Desk staff, serves primary overseer of Brottier Hall and St. Martin general e-mail account(s), replies directly when possible, and forwards e-mails to appropriate personnel when necessary. Sends regular building/community-wide e-mails for important maintenance, lease, or other updates.
  • Performs other clerical duties as needed, such as filing, photocopying, and invoice processing.
  • Provide additional administrative support to DUQU team, including regular building walkthroughs.

Administration

  • Oversee all aspects of key management for Brottier Hall and St. Martin Hall.  This includes coordinating the key distribution process during student move-in, cataloging returned keys during student move-out, assessing charges for lost keys and improper move-outs, maintaining accurate records of key sign-out and return, and facilitating the lock change process with the Maintenance Team.
  • Manage the Brottier Hall parking garage.  This includes oversight of the marketing and leasing process for approximately 80 parking garage spaces, management of parking garage remotes (distribution, collection, maintenance, etc), assessing charges for lost remotes, communication with parking garage leaseholders about any maintenance/entry issues within the garage, conducting regular audits of vehicles within the garage, and serving as liaison to Duquesne University Parking and Card Services.
  • Assists Maintenance Supervisor with daily work order distribution process, including printing new work orders, e-mailing residents of scheduled service, and providing completion comments once issues have been resolved.
  • Facilitate the set-up process for new vendors, including cataloging of W9s, Certificates of Insurance, and other appropriate forms.
  • Work with vendors to update insurance paperwork on a regular basis.
  • Maintain the Brottier Hall and St. Martin Hall form submission portal.

Work Hours:
Monday-Friday 8:30am-4:30pm.  During peak periods, which consist of move-in week, move-out week, and room selection week, employee will be asked to provide after-hours overtime work on designated nights and weekends.

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 in the work environment is usually moderate.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Furthermore, while the employee is expected to perform most of their responsibilities while on site, some flexibility exists for remote work opportunities.

Physical Demands:
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.

Education/Experience/Skills Required:
High school diploma or equivalency and 1-2 years of relevant experience are required.  Demonstrated experience in college administration, property management, and/or clerical office environments are desired. Advanced degree and additional relevant experience are preferred.  Equivalent combination of experience and/or education will be considered.

Must possess strong interpersonal, problem solving, written communication, customer service, organization, time/priorities management, and teamwork skills.  Must have the ability to work with a diverse population, including students, staff, family members, campus partners, and vendors.  Must have developed computer competency skills (Microsoft Office, Outlook). Ideal candidates will also have experience with automated mass e-mail platforms (e.g., MailChimp).


Other Information

$17.00-$20.00 per hour, (commensurate with experience). 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 recruitment@cocm.com. 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.