Office Coordinator - The City College of New York

Job Description

Job Description

Job Title: Office Coordinator

Reports To: Associate Director of Housing

Location: The Towers at the City College of New York

Compensation : $22.00-$26.00 per hour, staff apartment and comprehensive benefits package 

FLSA Status: Non-Exempt

Summary

Capstone On-Campus Management is the leader in managing student housing for non-profit owners and higher education institutions. Along with our campus partners, we implement and support custom management programs that best reflect the education philosophy and goals of the institution. Our management team members have experience working on-campus, and most have a degree in higher education, student affairs, business, or social services. We take pride in developing close relationships with our campus colleagues, pursuing excellence, and providing remarkable service.

Under the direct supervision of the Assistant Director of Housing, the Office Coordinator is responsible for supporting the general management of the building and assisting with operational processes. Responsibilities include, but are not limited to, greeting residents and visitors, answering and directing telephone calls, processing mail, and performing other clerical tasks, such as data entry, typing, filing, copying and faxing; may also participate in Professional Staff On-Call duty rotation.

Duties and Responsibilities:

Accounts Receivable

• Receive payments and issue receipts.
• Assist Associate Director of Housing with contracting and billing/collections processes. This includes the use of Entrata system (assignment and billing software). 
• Process checks, web payments, and ensure that payments are deposited in bank 3 times per week.

Accounts Payable

• Process invoices for Accounts Payable through Yardi and PNC Invoice Automation system.
• Upload receipts /proof of vendor payment.

Customer Service

• Answer incoming telephone calls, determine the purpose of callers; attempts to resolve the inquiry (documenting the call); and forward calls to appropriate personnel or department if necessary.
• Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.
• Answer questions about The Towers and provide callers with addresses, directions, and other information.
• Welcome on-site visitors, determine the nature of business, and announce visitors to appropriate personnel.
• Monitor visitor access.

Office Support

• Assist the Associate Director of Housing in supervising the Office Assistants.
• Sort and route office mail and process outgoing mail
• Respond and follow up with correspondence sent to The Towers main email address
• Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes
• Operate computer terminal to input and retrieve data.
• Operate office machines, such as adding machine, calculator, copier/scanner/fax, paper shredder, postage machine, etc.
• Order, receive, and maintain office supplies.
• Create and print fax cover sheets, memos, and other documents when necessary.
• Perform other clerical duties as needed, such as filing, photocopying, and collating.
• Assist and be present for the Move-In and Move-Out Processes at the start and end of each semester and other periods as determined by the supervisor. 

Marketing:

• Assist with marketing efforts such as conducting tours, attending various open house events throughout the CUNY system, and non-CUNY schools, as well as other marketing efforts deemed necessary by management. 

Duty/Other Duties:

• Serve in the professional staff on-call duty rotation (Supervised by Director in this capacity) as needed.
• This position may require on-site residency or residency within a predictable 30-minute radius of the property to assist with afterhours emergencies. 
• Some evening and weekend work required.
• Other duties as assigned.

Duties and Responsibilities are subject to change based on the needs of the operation.

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.

• High school diploma or general education degree (GED). Bachelor’s degree and prior experience in college or university setting preferred. 
• 2-3 years’ clerical experience.
• Knowledge of administrative and clerical procedures and systems such as managing files/records and other office procedures and terminology.
• Proficiency in Microsoft Word, Excel, and Outlook; ability to operate office equipment including photocopier, fax, and telephone.
• Knowledge and understanding of organization structure, workflow, and operating procedures. 
• Good organization and communication skills. 
• Must be a team player, we all must work together as we strive to provide the best service possible for our residents & customers. 
• Ability to move and lift to 35lbs and navigate up and downstairs.
• Ability to participate in an on-call rotation and respond to campus within 30 minutes for after-hours emergencies.

Work Hours

Monday-Friday: 8:45am-5:00pm. Some evening and weekend hours are needed for covering university recruitment events. Advance notice will be given.  This position will also be on the professional staff duty rotation for a week at a time starting from Monday at 9am ending on Monday at 9am. Advance scheduling will take place before the fall semester, spring semester and the summer.

Work Environment

The work environment characteristics described here represent 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.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; climb stairs; sit and use hands to finger, handle, or feel. The employee is occasionally required to climb or balance 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.

Compensation 

Hourly pay rate commensurate with experience, furnished one bedroom apartment (estimated worth $23,232 per year). Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

This is not employment agreement. 

If you are unable to submit an application 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 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.