Operations Coordinator
24 days ago
Pittsburgh
Job Description Job Title: Operations Coordinator Reports To: Assistant Director of Operations Location: Duquesne University – Lumina Communities Compensation: $19.00-$22.50 per hour and competitive benefits package FLSA Status: Non-Exempt Summary The primary responsibility of the Operations Coordinator is to provide oversight of front desk operations and administrative support for three apartment complexes (Brottier Hall, St. Martin Hall, and McGinley Hall) serving roughly 1500 upper-class and graduate students at Duquesne University. The ideal candidate for this position is enthusiastic, has great interpersonal skills, has a passion for continuous professional development, and possesses a strong work ethic. Essential Duties and Responsibilities Front Desk/Building Management • Serve as primary contact for all desk operations at COCM sites at Duquesne University., • Oversee supervision of 30-45 student desk assistants and 1-3 building assistants. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems., • Act as liaison to overnight desk staff vendor., • Maintain/update all desk operation documents including manuals, logs, and training materials. Develop policies and procedures that further operational efficiency at the desk., • Regularly, provide updates to building handbooks/manuals relating to desk operations. Coordinate policies, use, and upkeep of all common area amenity spaces in communities (e.g., patios/terraces, fitness centers, laundry rooms, etc.)., • In conjunction with student building assistants, periodically review logs at front desk (e.g. guest sign-ins/outs, equipment logs) and inventory supplies and materials. Purchase additional materials as necessary., • Manage all mail operations for the community, including following up on resident claims of lost/missing packages., • Coordinate policies, use, and upkeep of all common area amenity spaces in communities, such as patios/terraces, fitness centers, study rooms, kitchenettes, laundry rooms, and gaming spaces. This includes working with staff and vendors to maintain spaces, assist in capital plan development for spaces, and decorating spaces as appropriate., • Ensure proper training, maintenance, and usage of front desk technology. Connect with appropriate staff and vendors to ensure front desk functionality. This includes both physical technology (phones, turnstiles, computers, etc.) and software (MS Office Suite, digital forms/trackers, resident portals/software, etc.)., • Assist with management of site procurement cards including distribution and uploading of receipts for transactions., • Assist in sending regular community-wide e-mails or other communications to incoming and current residents., • Assist in managing the offices and implements efficient ways of keeping the offices running smoothly in a neat and organized manner. Develop processes to ensure this happens. This includes inventorying office supplies, ordering replacement supplies/materials, and maintaining office equipment., • Performs other clerical duties as needed, such as filing, photocopying, responding to emails or phone calls, managing forms, and invoice processing., • Provide additional administrative support to the Lumina team as needed., • Represent and promote the community at various recruitment events to maximize occupancy. This includes assisting with move-in, move-out, and room selection processes., • Coordinate and attend various meetings or inspections with the Lumina Staff, University Staff, and/or vendors. Monday-Friday 8:30am-4:30pm. During peak periods, which consist of move-in week, move-out week, and room selection week, the employee will be asked to provide after-hours overtime work on designated nights and weekends. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid- to high-paced. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Furthermore, while the employee is expected to perform most of their responsibilities while on site, remote work opportunities are available on a regular basis. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, climb, or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Education/Experience/Skills Required 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 GED. Advanced degree and additional relevant experience are preferred., • 1-2 years of relevant experience in college administration, property management, and/or clerical office environments., • Must possess strong interpersonal, problem solving, written communication, customer service, organization, time/priorities management, and teamwork skills., • Must be able to work with a diverse population, including students, staff, family members, campus partners, and vendors., • Must have developed computer competency skills (Microsoft Office, Outlook, or similar)., • Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills. Salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. If you are unable to submit an application because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible. To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status, or any other characteristic protected by law.
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