Office Coordinator - Montclair State University

Job Description

Job Description

Job Title: Office Coordinator

Reports To: Assistant Director for Operations

Location: The Heights at Montclair State University

Compensation: $22.00-24.00 per hour and a comprehensive benefits package

FLSA Status: Non-Exempt

Summary

Under the direct supervision of the Assistant Director of Operations, the Office Coordinator is a full-time, in-person position responsible for supporting the general management of The Heights at Montclair State University and assisting with operational processes. Responsibilities include, but are not limited to, greeting residents and visitors, answering and directing telephone calls, processing accounts payable, processing mail, and performing other clerical tasks, such as data entry, typing, filing, copying and faxing. Onsite housing may be available for a successful candidate choosing to participate in the emergency on-call rotation for after-hours facilities needs.

Essential Duties and Responsibilities:

• Answers incoming telephone calls, determine purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Receives and enters work order requests from students, in-person and via phone.
• Processes invoices for Accounts Payable through company approved systems.
• Maintains vendor records for supply and service providers.
• Coordinates room/space reservation requests and maintains an accurate calendar of events.
• Assists with management/administration of the access control and key systems.
• Assists with the coordination and updating of the digital signage system.
• Answers questions about organization and provides callers with address, directions, and other information.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Monitors visitor access.
• Sorts and routes office mail and processes outgoing mail.
• Operates office machines including computers, calculator, copier/scanner, paper shredder, postage machine, etc.
• Orders, receives, and maintains office supplies.
• Assists with ordering of maintenance supplies.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Other duties as assigned.

Qualifications

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 GED equivalent
• 1-2 years of clerical experience
• 1-2 years of customer service experience
• Proficiency in Microsoft Office (Word, Excel and E-mail).
• Ability to operate office equipment including computer, mobile electronic devices, copier and telephone
• High degree of organizational and administrative efficiency
• Ability to effectively communicate in one-on-one and small group situations to customers, clients, and other employees of the organization
• Ability to manage multiple tasks and competing priorities in a dynamic environment
• Must be a team player, we all must work together as we strive to provide the best service possible for our customers
• Ability to move/lift up to 35 pounds

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.

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.

This is not employment contract.

Hourly salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to apply 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 based on race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.