Office Coordinator - Montclair State University

Capstone on Campus Management LLC•Montclair, NJ

5d•$22 - $24•Onsite

About The Position

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.

Requirements

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

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.