Office Coordinator

Job Title: Office Coordinator

Location: The Towers at the City College of New York

Reports to: Associate Director of Housing

Salary: $19.00-$22.00 per hour, staff apartment and comprehensive benefits package

FLSA Status: Non-Exempt

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.

Accounts Receivable

• Receive payments and issue receipts.
• Assist Associate Director of Housing with contracting and billing/collections processes. This includes the use of Property Boss and Entrata system (assignment and billing software).
• Process checks, web payments, and ensure that payments are deposited in bank 3 times per week.

Accounts Payable

• Process invoices for Accounts Payable through Yardi and PNC Invoice Automation system.
• Upload receipts /proof of vendor payment.

Customer Service

• 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.

Office Support

• 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.

Marketing:

• 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.

Duty/Other Duties:

• 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 after hours emergencies.
• Some evening and weekend work required.
• Other duties as assigned.

Duties and Responsibilities are subject to change based on the needs of the operation.

Work Hours: Monday-Friday: 9:00am-5:00pm. Some evening and weekend hours are needed for covering university recruitment events. Advance notice will be given. This position will also be on the professional staff duty rotation for a week at a time starting from Monday at 9:00am ending on Monday at 9:00am. Advance scheduling will take place before the fall semester, spring semester and the summer.

Work Environment: The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; climb stairs; sit and use hands to finger, handle, or feel. The…