Administrative Operations and Customer Service Specialist

Administrative Operations and Customer Service Specialist

Under general supervision, the bilingual Administrative Operations and Customer Service Specialist is a role model in communicating courteously and responsively with BHP residents, the general public and co-workers. This position will focus on serving BHP customers by responding to phone calls, emails, and attending to people visiting the main office. This person will be trained to respond to questions related to unit availability, the application process, the recertification process, and other processes related to housing.

HIRING RANGE AND BENEFITS:

Hiring Range: $22 - $25/hour DOQ

Applications will be accepted through January 8, 2026.

We know our employees are our most important resource, in addition to rewarding and meaningful work we enjoy:

• Retirement benefits that include PERA defined benefit plan plus 401k and 457 plans.
• Paid life insurance.
• Employee wellness program.
• Long term disability
• 13paid holidays per year plus vacation and sick leave.
• Five paid Summer Fridays off
• Excellent work-life programs, such as flexible schedules, training opportunities, and more.

ESSENTIAL JOB FUNCTIONS:

• Primary duties include answering the phone, greeting the public, answering questions, and referring visitors to appropriate staff members and other departments as well as helping customers to navigate available housing options.
• Take payments both in person and over the phone with 100% accuracy.
• Responsible for explaining housing programs, assisting applicants with housing applications and providing information about community resources as needed.
• Responsible for entering data into Yardi, Survey Monkey, Excel, File Vision, Outlook, and Word documents as needed.
• Sorts and distributes incoming department mail. Processes outgoing mail, including determining proper postage.
• Responds to inquiries from potential residents in a timely, professional, and engaging manner via telephone and walk-ins.
• Responsible for screening new applications for eligibility criteria and collecting all the necessary information to send to the Property Manager.
• Assists the Property Management Department with lease-ups when needed.
• Assists current tenants with basic tenant ledger questions.
• Creates cases for the Resident Services Department when necessary, using Yardi Case Manager.
• Promptly notifies appropriate staff of all emergency situations brought to the receptionist’s attention via telephone or direct notification, following established emergency procedures and policies.
• Reports resident/family requests for maintenance promptly using proper procedures (maintenance/housekeeping work request cards, or via walkie-talkie if urgent matter).
• Distributes resident logs for relevant properties (telephone lists, out of building logs, emergency, and hospital logs), noting all changes promptly and correctly.
• Responsible for maintaining Outlook Calendar for room reservations for relevant properties.
• Assist residents and applicants with account creation for resident portals.
• Takes live emergency calls for the Maintenance Department and follows established emergency procedures.
• Creates and enters maintenance work orders, ensuring timely and accurate fulfillment.
• Works closely with the Maintenance Team and serve as a backup dispatcher when needed.
• Supports maintenance operations by coordinating information, documenting requests, and assisting with communication between departments.
• Performs related duties as required by management to meet the needs of BHP.

Other administrative support functions:

• Assists with the mass mailing of materials to applicants, participants, and residents.
• Translates and updates forms, applications, flyers for front desk distribution.
• Enter data from housing applications.
• Provides general administrative support to all departments.
• Helps to produce and distribute resident information flyers.
• Works independently on assigned special projects.
• Types correspondence and other requested documents.
• Assists Team Lead with keeping inventory of office supplies and creating orders when necessary.
• Maintains a high level of professionalism and integrity; listens to questions and concerns, evaluates issues and…