Office Coordinator - Anticipated Opening

Capstone on Campus Management LLC•Pomona, CA

2d•$21 - $22•Onsite

About The Position

Reporting to the Assistant Director of Leasing and Marketing, the Office Coordinator assists in daily operations of the office. The person will serve as the critical “first contact” in The Daumier office by greeting / serving students and the public in person and by phone, supporting front desk operations, maintaining records on all current residents, archiving inactive resident records, researching and resolving issues related to resident satisfaction, assisting in showing and leasing apartments to prospective students, and monitoring and updating the electronic resident information system.

Requirements

High school diploma or general education degree (GED). Bachelor’s degree preferred.
Two to three years’ of clerical/ administrative support services required.
Knowledge of general office procedures and practices is preferred. Familiarity with Western University and / or working with college students is preferred.
Knowledge of operating office equipment such as a label maker, copier, and computer
Knowledge of Microsoft Word, Excel, and Outlook.
Strong organization and record keeping skills.
Experience in customer service, preferably in hospitality or student housing.
Live within 45 minutes of property - Ability to respond to emergency on-call responsibilities.

Responsibilities

Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
Answers incoming phone calls and handles each call accordingly. Transfers calls to the Assistant Director or Director of Operations when appropriate.
Provides administrative support to the Assistant Director and The Daumier team.
Receives, sorts, and routes mail; distributes resident mail to mailboxes and contacts students for package pick-up as needed.
Maintains office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Performs other clerical duties as needed, such as filing, photocopying, and collating.
Evening and weekend work is required as event and office needs dictate.
Serve as essential personnel during major emergencies affecting campus (i.e. pandemic, inclement weather, fire, natural disasters, etc.)
Serve in the professional staff on-call rotation.
Other duties as assigned.
Maintains a professional, yet friendly, atmosphere in the office and other areas where prospective and current residents meet.
Maintain and organize the leasing office as needed by stocking supplies, coffee machine maintenance, and overall cleanliness of the office.
Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
Maintain and organize resident records
Assists staff with special projects/events; may include the processing of forms, creation of separate databases, coordination of typed material, design of promotional materials, room reservations, final resolution, and attendance of the event
Placing, removing, and updating banners, balloons, signs, flags, etc
Maintain open communication with management team.
Leads tours with prospective residents, Western University visitors, and other guests while providing handout materials.
Participates in outreach marketing activities
Assist with facilitating new applicant process prior to move-in
Assist with weekly and monthly reporting
Occasionally will be asked to perform external market outreach at nearby businesses, organizations, etc.
Assists Resident Accounts Coordinator in accounts receivables, including making payments to vendors; monitoring discount opportunities; resolving purchase orders, contracts, invoices, or payment discrepancies and documentation.
Contributes to cleanliness and curb appeal of the community on a continual basis.
Assists in planning resident functions and encourages resident interactions.
Assists residents in completing service request for quick turn-around.
Willingness to participate in training to comply with new or existing laws.