Office Coordinator-Southern Pines

Southern Pines The Office Coordinator works directly with the Housing Manager and is responsible for coordinating the management office to assist with the over-all operation of the housing facility, within the policies and procedures approved and established by the US Department of Housing Urban Development (HUD) and United Church Homes (UCH).
** Essential Functions Statement(s)
*** Assists with the management of the applicant waiting list (updates list, sends letters to prospective applicants to keep list current)
* Coordinates the move-in process and updates all information and notifications accordingly
* Updates information after residents have moved out
* Coordinates the recertification process (income and eligibility re-verification) for all residents on an annual basis
* Updates Enterprise Income Verification (EIV) book
* Collects rent from residents and makes daily bank deposits
* Processes invoices for payment
* Assists the Housing Manager with the development of the upcoming yearly operating budget, which is ultimately set and approved by the Regional Manager
* Coordinates information and paperwork for Special Claims submission by Housing Manager
* Coordinates information and paperwork for Reserve for Replacement requests as submitted by the Housing Manager
* Coordinates and sends reports/data required by the Central Office and HUD
* Keeps facility management office well organized and properly maintained
* Answers incoming phone calls
* Requests guidance and training from Manager or Regional Manager as needed
* Develops and implements emergency procedures and evacuation plans under the direction of the Housing Manager
* Maintains contacts for emergencies (including voice mail and answering service)
* Maintains emergency contact numbers for the residents, police, fire department and medical facilities as needed
* Receives and maintains work order requests for repairs and maintenance of apartments, common spaces, structures and grounds, ensuring a response time of 24 hours
* Coordinates maintenance contracts for review by the Housing Manager and approval of the Regional Manager
* Assists with yearly apartment inspections as needed
* Maintains a professional working relationship between staff, applicants, guests, residents and their family
* Assists with implementing Resident Satisfaction & Valuation Program (RSVP) and responding to resident concerns in a timely manner
* Assists with encouraging the development of social programs for the residents
* Plans and organizes monthly resident activities
* Maintains a monthly newsletter and calendar of events for residents
* Understands and upholds Fair Housing laws and the Affirmative Fair Housing Marketing Plan (AFHMP)
* Works with Housing Manager to maintain a 95% to 100% occupancy rate
* Assists with reviewing staff Time Sheets for accuracy
* Submits forms to the HR department as needed, and in a timely fashion
* Performs all other duties as assigned or directed
** Competency Statement(s)
*** Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
* Interpersonal - Ability to get along well with a variety of personalities and individuals.
* Communication, Oral - Ability to communicate effectively with others using the spoken word.
* Communication, Written - Ability to communicate in writing clearly and concisely.
* Responsible - Ability to be held accountable or answerable for one’s conduct.
** Skills & Abilities
**
* Education:

High School Graduate or General Education Degree (GED):
Required

* Experience:

Two (2) years of business office experience
* Computer

Skills:

Must be able to proficiently operate a computer, the Internet, Microsoft Office, other relevant software and basic office equipment
* Certifications & Licenses:
Must have a valid driver's license
* Other Requirements:
Previous office experience helpful;
Must be able to read, write, understand and speak the English language;
Must have strong interpersonal and communication skills;
Must be highly motivated to assist and ensure the well-being of residents;
Must be able to adhere to all terms and conditions set forth in the United Church Homes Employee Handbook