Office Coordinator (Green River College)

Job Description

Job Description

Job Title: Office Coordinator

Reports To: Assistant Director

Locatio n: Green River College Student Housing - Campus Corner Apartments

Compensation: $23.50-$24.00 per hour and a comprehensive benefits package.

FLSA Status: Non-Exempt

Summary

In partnership with the Assistant Director, the Office Coordinator is responsible for activities related to accounts receivable, accounts payable, and related record keeping and communications for the student housing community. Duties include, but are not limited to, managing the reconciliation of invoices and payables; serving as a proactive point of contact to support the collection of housing payments, the completion of renewal intentions, and the fulfillment of approved payment plans. The Office Coordinator will also coordinate all public-facing customer service in the office, supervise a team of student Desk Assistants, support tour requests, escort vendors, and fulfill project-based work. Collaboration with multiple areas of responsibility is critical. Projecting a customer-focused and professional image through in-person, telephone, written, and electronic interaction and communication with all internal and external customers is essential.

Essential Duties and Responsibilities

Resident Account Management:

• Communicate with campus partners, current and past residents, and guarantors in relation to rental account questions, housing charges, and payments.
• Support the management of resident payment deferments and payment plans.
• Receive resident payments and issue receipts.
• Collect resident payments on past accounts and document progress made periodically.
• Send correspondence to residents regarding financial information to their accounts (letters, emails, collection calls, and door notices).
• Conduct regular audits of student accounts in the property management software system to ensure accuracy and detail.
• Verifies and investigates discrepancies on student accounts, if any, in collaboration with site leadership.
• Reconciles and records transactions on resident accounts.
• Maintains filing system and keeps confidential information as needed.
• Other duties as assigned to support housing move-in and move-out operations.

Administrative Duties and Front-Line Engagement:

• Coordinate and provide operational management for the Student Housing office, including but not limited to conducting tours, receiving packages and mail, and answering phones.
• Hire, train, and supervise up to four student Desk Assistants.
• Support resident renewal processes each quarter through resident outreach and engagement.
• Participate in cross-training to understand multiple properties within the department to fill in as needed.
• Assist with leasing, marketing, and residential programmatic efforts as needed.
• Host our quarterly Welcome Event
• Perform clerical duties as needed: scanning, filing, photocopying, collating, etc.
• Serve as a customer service representative and triage all office inquiries to the appropriate resource.

Accounts Payable:

• Maintain vendor records including tax and insurance documents
• Process all site-level payables for payment by check or ACH
• Reconcile all site-level purchasing card transactions
• Assist Director with routine review of site-level expenses and payables

Emergency Response Support:

• Support documentation and incident report filing regarding emergency response situations as needed.

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 required.
• 2-3 years of related experience in higher education administration, business operations, project management, office management or accounts payable experience.
• Demonstrated ability to work independently.
• Strong customer service skills with the ability to resolve issues and escalate concerns appropriately.
• Demonstrated organizational, time-management, and prioritization skills in a fast-paced environment.
• Excellent interpersonal and communication skills (oral and written), with the ability to work autonomously and collaboratively.
• Strong computer proficiency, including Word, Excel, and content management systems.
• Ability to work effectively with a diverse population and exercise cultural competence.
• Ability to operate standard office equipment, including computers, video monitoring systems, and copier/printer/fax machines.
• Ability to move and lift up to 35 pounds.
• Ability to work 100% in-office Monday-Friday during posted office hours.

Work Hours

100% in office position Monday-Friday between the hours for 8:00am-5:00pm. 40 hours per week.

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 communicate orally. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand and walk. 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.

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. Workload fluctuates depending on the season. The work environment is mid to high-paced. Attention to detail and the ability to self-manage (or work independently) are essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The ability to work overtime during key operational times is necessary. The noise level in the work environment is usually moderate.

This is not employment contract.

Hourly pay rate 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 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.