Office Coordinator - The City College of New York

Capstone on Campus Management LLC•New York, NY

4h•$19 - $22•Onsite

About The Position

Capstone On-Campus Management is the leader in managing student housing for non-profit owners and higher education institutions. Along with our campus partners, we implement and support custom management programs that best reflect the education philosophy and goals of the institution. Our management team members have experience working on-campus, and most have a degree in higher education, student affairs, business, or social services. We take pride in developing close relationships with our campus colleagues, pursuing excellence, and providing remarkable service. Under the direct supervision of the Assistant Director of Housing, the Office Coordinator is responsible for supporting the general management of the building and assisting with operational processes. Responsibilities include, but are not limited to, greeting residents and visitors, answering and directing telephone calls, processing mail, and performing other clerical tasks, such as data entry, typing, filing, copying and faxing; may also participate in Professional Staff On-Call duty rotation.

Requirements

High school diploma or general education degree (GED). Bachelor’s degree and prior experience in college or university setting preferred.
2-3 years’ clerical experience.
Proficiency in Microsoft Word, Excel, and Outlook; ability to operate office equipment including photocopier, fax, and telephone.
Knowledge and understanding of organization structure, workflow, and operating procedures.
Knowledge of administrative and clerical procedures and systems such as managing files/records and other office procedures and terminology.
Good organization and communication skills.
Must be a team player, we all must work together as we strive to provide the best service possible for our residents & customers.

Responsibilities

Receive payments and issue receipts.
Assist Associate Director of Housing with contracting and billing/collections processes. This includes the use of PropertyBoss and Entrata system (assignment and billing software).
Process checks, web payments, and ensure that payments are deposited in bank 3 times per week.
Process invoices for Accounts Payable through Yardi and PNC Invoice Automation system.
Upload receipts /proof of vendor payment.
Answer incoming telephone calls, determine the purpose of callers; attempts to resolve the inquiry (documenting the call); and forward calls to appropriate personnel or department if necessary.
Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.
Answer questions about The Towers and provide callers with addresses, directions, and other information.
Welcome on-site visitors, determine the nature of business, and announce visitors to appropriate personnel.
Monitor visitor access.
Assist the Associate Director of Housing in supervising the Office Assistants.
Sort and route office mail and process outgoing mail
Respond and follow up with correspondence sent to The Towers main email address
Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes
Operate computer terminal to input and retrieve data.
Operate office machines, such as adding machine, calculator, copier/scanner/fax, paper shredder, postage machine, etc.
Order, receive, and maintain office supplies.
Create and print fax cover sheets, memos, and other documents when necessary.
Perform other clerical duties as needed, such as filing, photocopying, and collating.
Assist and be present for the Move-In and Move-Out Processes at the start and end of each semester and other periods as determined by the supervisor.
Assist with marketing efforts such as conducting tours, attending various open house events throughout the CUNY system, and non-CUNY schools, as well as other marketing efforts deemed necessary by management.
Serve in the professional staff on-call duty rotation (Supervised by the Assistant Director of Residence Life in this capacity) as needed.
This position may require on-site residency or residency within a predictable 30-minute radius of the property to assist with afterhours emergencies.
Some evening and weekend work required.
Other duties as assigned.