Office Coordinator - The City College of New York

COCM•New York, NY

10d•$22 - $26•Onsite

About The Position

Capstone On-Campus Management is seeking an Office Coordinator to support the general management of The Towers at the City College of New York and assist with operational processes. The role includes front-desk and clerical support, accounts receivable and payable processing, customer service, office administration, and marketing assistance. The position operates under the direct supervision of the Assistant Director of Housing; the posting also identifies the Associate Director of Housing as the reporting contact. The role may participate in a professional staff on-call rotation and may require living on-site or within a predictable 30-minute radius of the property to respond to after-hours emergencies. The work environment is mid-to-high paced, with usually moderate noise. The regular schedule is Monday through Friday, 8:45 a.m. to 5:00 p.m., with some evening and weekend work for recruitment events and on-call duty.

Requirements

High school diploma or GED.
Two to three years of clerical experience.
Knowledge of administrative and clerical procedures and systems, including file and records management, office procedures, and terminology.
Proficiency in Microsoft Word, Excel, and Outlook.
Ability to operate office equipment, including a photocopier, fax machine, and telephone.
Knowledge and understanding of organizational structure, workflow, and operating procedures.
Good organizational and communication skills.
Ability to work collaboratively as part of a team.
Ability to move and lift up to 35 pounds and navigate up and down stairs.
Ability to participate in an on-call rotation and respond to campus within 30 minutes for after-hours emergencies.

Nice To Haves

Bachelor’s degree.
Prior experience in a college or university setting.

Responsibilities

Receive payments and issue receipts.
Assist the Associate Director of Housing with contracting, billing, and collections processes, including use of the Entrata assignment and billing system.
Process checks and web payments and ensure payments are deposited in the bank three times per week.
Process accounts payable invoices through Yardi and the PNC Invoice Automation system; upload receipts and proof of vendor payment.
Answer incoming calls, document and attempt to resolve inquiries, route calls, take messages, and provide information about The Towers, including addresses and directions.
Welcome on-site visitors, determine the nature of their business, announce them to appropriate personnel, and monitor visitor access.
Assist the Associate Director of Housing in supervising Office Assistants.
Sort and route office mail, process outgoing mail, and respond to and follow up on correspondence sent to The Towers main email address.
Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes.
Operate computer terminals and office equipment, including an adding machine, calculator, copier/scanner/fax, paper shredder, and postage machine.
Order, receive, and maintain office supplies; prepare fax cover sheets, memos, and other documents; and perform filing, photocopying, collating, and other clerical duties.
Assist with and be present for move-in and move-out processes at the beginning and end of semesters and at other times as determined by the supervisor.
Support marketing efforts by conducting tours, attending open-house events throughout the CUNY system and at non-CUNY schools, and participating in other marketing efforts as needed.
Serve in the professional staff on-call duty rotation as needed and respond to after-hours emergencies within the required timeframe.
Perform other duties as assigned.