Operations Coordinator

Job Description

Job Description

Description:

General Services Corporation (GSC) has been in the business of providing multifamily housing since 1975. It is our belief that employees are core to the Company’s continued success and that the Company and its employees must embrace common guiding principles in order to realize that success. 

The Company’s guiding principles are trust, honesty, integrity, and ethical conduct. Sensitivity and responsiveness to our residents and employees are necessary to the growth and long-term success of the Company and its employees. Employees must be willing to make a commitment to these same principles, without compromise.

We expect every employee to:

1. Conduct any and all communications with our customers, prospects, applicants, residents, or coworkers in a manner      consistent with the Company’s Customer Service Program and Philosophy 
2. Ensure adherence to all company policies and procedures 

Maintain policy and procedure website to include the revision of forms, development of form instructions, form conversion to PDF format, and updating forms across all platforms. Provide research, creation, and clerical support to the Operations Manager.

Essential Responsibilities Include, But Are Not Limited To :

1. Create/revise new/existing forms and instructions under the supervision of the Operations Manager:

a. Compose, format, edit, and proofread text

b. Facilitate and collaborate with other departments to ensure policies are efficient and accurate.

c. Identify the impact of policy and procedure updates to existing policy and procedure, including potential conflicts

d. Notify applicable personnel of new/revised forms

2. Maintain the PM Manual website:

a. Insert hyperlinks into forms and instructions to create web pages that are published on the PM Manual website.

b. Update with new and revised files for publication in the PM Manual.

c. Update documents to ensure consistency to minimize the risk of outdated/inaccurate policies

3. Maintain the Operations Department AI (Artificial Intelligence) tool:

a. Ensure accuracy of responses

b. Ensure the tool has the most up to date policies

c. Track the data on the types of questions asked

4. Act as quality control and review grammar, sequence, and adherence to format for all Operations Department documents

5. Provide research, creation, collaboration, and clerical support for any special projects requested by the Operations Manager.

6. Assist GSC employees with locating information in the PM Manual and answer all policy and procedure questions.

7. Use Adobe Acrobat software to create new or revise existing PDF documents:

a. For publication on the Property Management Manual (PM Manual) website.

b. For use as computer forms by Leasing, Service, and/or Regional Office employees.

c. To distribute to the printing vendor for hard-copy forms.

8. Assist the Operations Manager and/or Sr. Operations Coordinator with the Annual Policy Review.

9. Self-education on federal and state laws concerning Fair Housing, ADA, and Landlord-Tenant Acts as they relate to Company Policy.

10. Interface with Regional and APM Offices and attorneys on questions related to Company policies and procedures as directed by the Operations Manager.

11. Act as a liaison between the Operations Department and the Information Systems Department, with a technical understanding of programming across various software platforms, to ensure the accuracy of company forms and procedures.

12. Provide support, as needed, with additional monthly audits to ensure adherence to policy and timely responses to necessary corrections by leasing staff. 

13. Assist the Sr. Operations Coordinator with compiling updates to prepare for monthly policy recaps.

14. Conduct a monthly audit of Truework usage to ensure compliance with policies.

15. Provide backup for staff members of the Operations Department.

16. Other duties as assigned.

High school diploma or equivalent. Some college preferred.

Minimum two years in property management strongly preferred, with experience with MRI or other Property Management software. Business writing experience, with working knowledge of standard management policies and procedures.

Skills:

• Strong writing and editing proficiency
• Ability to absorb, translate, and communicate complex information to different audiences
• Proficient in Microsoft Office applications, Adobe Acrobat software, and Internet research.
• Ability to communicate clearly and professionally in verbal and written form
• Problem-solving
• Analyzing
• Recognizing boundaries
• Recognizing options and flexibility
• Working calmly under pressure
• Well-organized and detail-oriented
• Ability to oversee and complete multiple projects simultaneously
• Ability to self-direct
• Ability to work quickly but accurately to meet deadlines
• Ongoing skills necessary to perform job description items

Personal Qualities:

a. Personable

b. Openness to learning and change

c. Integrity

d. Positive attitude

e. Motivated and willing to take initiative

f. Responsible

g. Exercising good judgment