Job Title: Office Coordinator

Reports To: Assistant Director of Operations

Hourly: $17.00-$18.00 per hour and a competitive benefits package

Location: Edgewood Commons at Frostburg State University

FLSA Status: Non-Exempt 

Company Information

Capstone On-Campus Management (COCM), with headquarters in Birmingham, Alabama, 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.

Frostburg State University is a regional campus as part of the University of Maryland system. It boasts small classes, prestigious internships, affordability, experiential learning and is a leader in sustainability coursework. Beyond its location among the forests and state parks of Western Maryland, FSU brings an eco-friendly attitude onto campus and the campus is recognized as a Tree Campus USA, and the town of Frostburg is a Tree City USA.

Edgewood Commons, housing over 400 students, is the premier student housing community located on campus. Comprised of 2-bedroom and 4-bedroom apartments, Edgewood Commons was designed with convenience and comfort for the resident student in mind and offers a vast array of residential services and amenities. 

Summary

Greets visitors, answers and directs telephone calls, processes mail, and performs other clerical tasks such as typing, filing, copying and faxing. Provides service for basic student account inquiries, maintains resident files, oversees supply inventory and office equipment, and performs data entry into resident account database. 

Essential Duties and Responsibilities

Accounts Payable and Administrative Management:

• Receives payments and issues receipts.
• Assists the AD with contracting and billing/collections process Includes use of Property Boss system (assignment and billing software).
• Process invoices for accounts payable through PNC Invoice Automation system.
• Upload’s receipts/proof of vendor payments 

Customer Service :

• Manage and answer incoming telephone calls, determine purpose of callers, and forward calls to appropriate personnel or department.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Answers basic account questions from residents.
• Check incoming emails and respond to residents, vendors, parents, etc.

Office Management :

• Coordinate resident mailings such as reminders, collection notices, move out information, etc.
• Maintains resident files for accuracy and accountability.
• Operates computer terminals to input and retrieve data.
• Maintains a professional, yet friendly, atmosphere in the offices and other areas where prospective and current residents meet.
• Orders, receives, and maintains office supplies. Ensures office is tidy and well organized.
• Creates and prints office forms, making sure a supply is always available.
• Receive, sort, and route mail/faxes, coordinate employee mailboxes.
• Process outgoing mail, including regular FedEx packets to the corporate office.
• Maintain office equipment and machines such as copiers, postal meters, fax machine, etc. Assist users, submit service requests, and monitor/replenish supplies.
• Track and issue keys in accordance with office procedures.
• Assist with leasing and marketing of apartments/rooms.
• Performs other clerical duties as needed, such as filing, photocopying, and scanning documents.
• Assist Assistant Director in hiring and the supervising student office assistant.
• Other duties as assigned.

Leasing/Marketing : 

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

Resident Accounts and Retention :

• Assists AD in accounts receivables, including making payments to vendors, discount opportunities, revolving 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 requests 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 general education degree (GED).
• 2-3 years clerical experience.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Have knowledge of Microsoft Word, Excel and Outlook.
• Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.

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 is usually moderate.

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 stand, walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit. 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.

Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to apply 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.