Assistant Director of Housing Operations

Job Title: Assistant Director of Operations

Reports To: Director for Operations and Administration

Location: The Heights at Montclair State University, Montclair NJ

Compensation: $65, per year, on-site 2-bedroom apartment and comprehensive benefits package

FLSA Status: Exempt

Company Information: Capstone On-Campus Management (COCM) is a group of student housing professionals focused exclusively on the management of housing communities owned by non‑profits and/or highly affiliated with a university, headquartered in Birmingham, Alabama.

The primary responsibility of the Assistant Director of Operations is to assist with the administrative and facility management of The Heights at Montclair State University, an on-campus student housing community comprised of two complexes and approximately 2,000 resident students. Areas of responsibility include, but are not limited to project management, purchasing, inventory control, inspections, technology management, access control, team supervision, and communication with residents, vendors, University personnel, and other outside parties.

The Assistant Director position is fully in-person and is required to live on campus in an apartment provided to maintain management presence and to aid in emergency response.

• Maintains appropriate inventory levels and ensures the maintenance shop and storage areas remain organized and efficient.
• Orders, receives, and tracks custodial supplies, maintenance materials, parts, and furniture with supervisor approval.
• Maintains accurate records and audits of site equipment, inventory, and operational assets.
• Manages the electronic work order system, including creating, assigning, updating, and reporting on service requests, while ensuring timely completion of all non-emergency work orders.
• Administers key and access control systems, maintains accurate key inventory records, and coordinates key preparation for move-in and move-out.
• Conducts regular community inspections and communicates identified issues to appropriate parties for follow-up.
• Coordinates move-in and move-out logistics, including unit inspections, Room Condition Reports, work order creation, and key distribution.
• Performs unit damage inspections, coordinates damage billing for resident and common areas, and maintains documentation to identify recurring trends.
• Assists in managing a responsive facilities program focused on service excellence, preventative maintenance, efficient custodial operations, and reduced callback volume.
• Supports planning and execution of preventative maintenance schedules, facility improvement projects, and seasonal operational initiatives.
• Assists with Summer Conference operations and facility readiness in accordance with university goals.
• Provides day-to-day supervision of Maintenance Technicians and Custians in the absence of the Assistant Director for Facilities or Director.
• Implements, evaluates, and maintains sustainable operational practices, including compiling data and records for reporting and compliance needs.
• Coordinates with external vendors to support supply procurement, repairs, and service needs.
• Reviews operational procedures regularly and recommends process improvements to leadership.
• Participates in a 24-hour emergency response rotation, responding to incidents, assessing situations, coordinating appropriate action, and documenting outcomes.
• Hires, trains, supervises, and evaluates the Office Coordinator and seasonal student maintenance assistants.
• Other duties as assigned.

• Bachelor’s degree.
• 2-3 years of experience in property management.
• Comfort and confidence in managing confidential crisis issues.
• Effective skills in customer service, leadership, and organization.
• Strong interpersonal, communication skills, computer competency, and the ability to work with a diverse population.
• Critical thinking, organizational and problem-solving skills.
• Ability to develop collaborative relationships with University partners.
• Ability to move/lift up to 35 pounds.
• Ability to live on site and serve on-call rotation.

• Bachelor’s degree in business or related fields.
• 2-3 years of…