Operations Coordinator

Capstone on Campus Management LLC•Pittsburgh, PA

9d•$19 - $23

About The Position

The primary responsibility of the Operations Coordinator is to provide oversight of front desk operations and administrative support for three apartment complexes (Brottier Hall, St. Martin Hall, and McGinley Hall) serving roughly 1500 upper-class and graduate students at Duquesne University. The ideal candidate for this position is enthusiastic, has great interpersonal skills, has a passion for continuous professional development, and possesses a strong work ethic.

Requirements

High school diploma or GED. Advanced degree and additional relevant experience are preferred.
1-2 years of relevant experience in college administration, property management, and/or clerical office environments.
Must possess strong interpersonal, problem solving, written communication, customer service, organization, time/priorities management, and teamwork skills.
Must be able to work with a diverse population, including students, staff, family members, campus partners, and vendors.
Must have developed computer competency skills (Microsoft Office, Outlook, or similar).
Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.

Responsibilities

Serve as primary contact for all desk operations at COCM sites at Duquesne University.
Oversee supervision of 30-45 student desk assistants and 1-3 building assistants. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Act as liaison to overnight desk staff vendor.
Maintain/update all desk operation documents including manuals, logs, and training materials. Develop policies and procedures that further operational efficiency at the desk.
Regularly, provide updates to building handbooks/manuals relating to desk operations. Coordinate policies, use, and upkeep of all common area amenity spaces in communities (e.g., patios/terraces, fitness centers, laundry rooms, etc.).
In conjunction with student building assistants, periodically review logs at front desk (e.g. guest sign-ins/outs, equipment logs) and inventory supplies and materials. Purchase additional materials as necessary.
Manage all mail operations for the community, including following up on resident claims of lost/missing packages.
Coordinate policies, use, and upkeep of all common area amenity spaces in communities, such as patios/terraces, fitness centers, study rooms, kitchenettes, laundry rooms, and gaming spaces. This includes working with staff and vendors to maintain spaces, assist in capital plan development for spaces, and decorating spaces as appropriate.
Ensure proper training, maintenance, and usage of front desk technology. Connect with appropriate staff and vendors to ensure front desk functionality. This includes both physical technology (phones, turnstiles, computers, etc.) and software (MS Office Suite, digital forms/trackers, resident portals/software, etc.).
Oversee all aspects of parking at Lumina Communities. This includes oversight of the marketing and leasing process for approximately 80 parking garage spaces, front circle, and additional spaces near buildings, management of parking remotes and lift gate (distribution, collection, maintenance, etc.), assessing charges, communication with leaseholders, conducting regular audits of vehicles, and serving as liaison to University.
Assist with management of site procurement cards including distribution and uploading of receipts for transactions.
Assist in sending regular community-wide e-mails or other communications to incoming and current residents.
Assist in managing the offices and implements efficient ways of keeping the offices running smoothly in a neat and organized manner. Develop processes to ensure this happens. This includes inventorying office supplies, ordering replacement supplies/materials, and maintaining office equipment.
Performs other clerical duties as needed, such as filing, photocopying, responding to emails or phone calls, managing forms, and invoice processing.
Provide additional administrative support to the Lumina team as needed.
Represent and promote the community at various recruitment events to maximize occupancy. This includes assisting with move-in, move-out, and room selection processes.
Coordinate and attend various meetings or inspections with the Lumina Staff, University Staff, and/or vendors.
Other duties as assigned (to include special projects and any other projects deemed reasonable for this position by the Director or Assistant Director).
Serves in on-call phone rotation for administrative and maintenance issues in the communities, including nights, weekends, and some holidays. While on-call, acts as a resource to the staff, dispatches Maintenance Technicians and/or vendors.