Office Coordinator - Anticipated

Office Coordinator
- Anticipated Opening

Full Time The Daumier, Pomona, CA, US

4 days ago Requisition

Salary Range: $21.00 To $22.00 Hourly

Job Title: Office Coordinator - A
nticipated Opening

Reports To: Assistant Director of Leasing and Marketing

Location: The Daumier at Western University of Health Sciences
- Pomona, CA

Compensation: $21.00-$22.00 per hour and comprehensive benefits package

FLSA Status: Non-Exempt

Summary

Reporting to the Assistant Director of Leasing and Marketing, the Office Coordinator assists in daily operations of the office. The person will serve as the critical “first contact” in The Daumier office by greeting / serving students and the public in person and by phone, supporting front desk operations, maintaining records on all current residents, archiving inactive resident records, researching and resolving issues related to resident satisfaction, assisting in showing and leasing apartments to prospective students, and monitoring and updating the electronic resident information system.

Essential Duties and Responsibilities

• Welcomes on‑site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Answers incoming phone calls and handles each call accordingly. Transfers calls to the Assistant Director or Director of Operations when appropriate.
• Provides administrative support to the Assistant Director and The Daumier team.
• Receives, sorts, and routes mail; distributes resident mail to mailboxes and contacts students for package pick‑up as needed.
• Maintains office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Evening and weekend work is required as event and office needs dictate.
• Serve as essential personnel during major emergencies affecting campus (i.e. pandemic, inclement weather, fire, natural disasters, etc.)
• Serve in the professional staff on‑call rotation.
• Other duties as assigned.

Office Management

• Maintains a professional, yet friendly, atmosphere in the office and other areas where prospective and current residents meet.
• Maintain and organize the leasing office as needed by stocking supplies, coffee machine maintenance, and overall cleanliness of the office.
• Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable.
• Maintain and organize resident records.
• Assists staff with special projects/events; may include the processing of forms, creation of separate databases, coordination of typed material, design of promotional materials, room reservations, final resolution, and attendance of the event.
• Placing, removing, and updating banners, balloons, signs, flags, etc.
• Maintain open communication with management team.

Leasing/Marketing

• Leads tours with prospective residents, Western University visitors, and other guests while providing handout materials.
• Participates in outreach marketing activities.
• Assists with facilitating new applicant process prior to move‑in.
• Assists with weekly and monthly reporting.
• Occasionally will be asked to perform external market outreach at nearby businesses, organizations, etc.

Resident Accounts & Retention

• Assists Resident Accounts Coordinator in accounts receivables, including making payments to vendors; monitoring discount opportunities; resolving purchase orders, contracts, invoices, or payment discrepancies and documentation.
• Contributes to cleanliness and curb appeal of the community on a continual basis.
• Assists in planning resident functions and encourages resident interactions.
• Assists residents in completing service request for quick turn‑around.
• Willingness to participate in training to comply with new or existing laws.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or…