Housing Operations Specialist

Job Description

Job Description

ABOUT THE ROLE

The Housing Operations Specialist is a hands-on operational role responsible for supporting the day-to-day execution and continuous improvement of Housing and Mailroom services. This role acts as the primary control point for housing data accuracy, ensuring alignment between R.A.T., forms, Housing system records, and billing. This position works closely with Student Life (RDs/RAs), Facilities Management, Custodial, Admissions, Finance, and IT to ensure accurate housing data, efficient processes, and a high-quality residential experience. The role combines data control, operational coordination, inspections oversight, and customer support. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple systems in a fast-paced environment.

MINIMUM QUALIFICATIONS

• Bachelor’s degree required
• 2–4 years of experience in operations, administration, housing, logistics, or customer service
• Experience in at least one area:

• Student housing / residence life
• Mailroom or logistics operations
• Facilities or property coordination

• Strong organizational and data management skills
• Ability to manage multiple tasks with accuracy and follow-through
• Strong communication and customer service skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)

PREFFERED QUALIFICATIONS

• Experience in higher education or campus operations
• Familiarity with housing systems or databases (e.g., Coast app, spreadsheets)
• Basic data analysis and reporting skills
• Experience coordinating with multiple departments (Student Life, Facilities, IT, etc.)
• Familiarity with IT system integration and support coordination

RESPONSIBILITIES

Core Responsibilities:

• Maintain accurate housing records across systems (Coast app, R.A.T., spreadsheets, mailbox logs)
• Reconcile data across systems (Coast app, R.A.T., forms, database, billing) to ensure consistency and prevent errors
• Process room assignments, moves, and check-ins/check-outs
• Track and update Arrival/Departure (AD) forms and ensure timely communication
• Monitor occupancy, vacancies, and extensions to support accurate billing and reporting
• Support housing billing coordination (extensions, damages, room changes)
• Prepare door cards, labels, and coordinate key issuance with Locksmith/Security
• Support onboarding and basic training on housing and mailroom processes (R.A.T., forms, database)
• Monitor task completion (inspections, updates, mail handling) and follow up to ensure accuracy and timeliness.

Inspections & Facilities Coordination:

• Inspections & Facilities Coordination
• Conduct routine housing inspections (daily spot checks, weekly checks, monthly walkthroughs)
• Document room conditions and discrepancies using forms/tools
• Coordinate with Custodial and Facilities Management for cleaning, repairs, and follow-ups
• Support inspection planning (e.g., apartment inspections, move-in/move-out readiness)
• Ensure rooms meet readiness standards before occupancy.

Mailroom Operations:

• Sort and distribute mail and packages accurately
• Assist and monitor mailbox assignments, openings/closures, and tracking logs
• Support package scanning and accountability processes
• Provide front-desk support during Mailroom operating hours

Customer Service and Communications

• Respond to housing and mailroom inquiries (email, in-person, phone)
• Provide clear guidance on housing policies, procedures, and timelines
• Coordinate with students, staff, faculty, and guests for housing needs
• Handle issues professionally and escalate when needed

Reporting and Operational Support

• Support preparation of weekly/monthly housing reports
• Track occupancy, vacancies, and operational metrics
• Assist in maintaining organized records (digital and physical)
• Support department projects (inspections, events, transitions, system updates)

Financial & Billing Coordination

• Support housing-related billing (extensions, damages, room changes)
• Track and flag billing-impact cases based on occupancy changes
• Coordinate with Student Accounts and departments to ensure accurate charges and records
• Maintain organized financial and operational documentations

Compliance and Process Discipline

• Follow housing policies (check-out procedures, extensions, billing rules)
• Ensure documentation is complete and audit-ready
• Maintain consistency between systems (R.A.T., forms, database)
• Support enforcement of housing policies when needed

Continuous Improvement:

• Identify inefficiencies in workflows (data entry, inspections, communication)
• Suggest practical improvements to systems and processes
• Support implementation of new tools (e.g., Coast app, forms, tracking systems)
• Help standardize procedures across buildings and teams

SKILLS AND COMPETENCIES

• • Attention to Detail: High accuracy in data, inspections, and records
  • Execution Focus: Gets things done reliably and on time
  • Organization: Manages multiple systems and priorities effectively
  • Communication: Clear, professional, and responsive
  • Problem-Solving: Practical, solution-oriented mindset
  • Team Collaboration: Works well with cross-functional teams (RAs, FM, IT, etc.)
  • Adaptability: Handles fast-changing housing demands and operational pressure

Work Environment and Expectations

• • On-campus, hands-on role (not remote)
  • Requires regular walking between buildings and inspection activities
  • May require occasional evening/weekend support during peak periods (move-in/out, events)
  • High interaction with students and campus partners.