Housing Coordinator

Location
California, United States
Posted
03 Feb 2019
End of advertisement period
03 Apr 2019
Ref
4574
Contract Type
Permanent
Hours
Full Time

Job Summary

This position will report to the Graduate Housing Manager and will provide administrative assistance and support to the Institute’s housing program including, but not limited to, maintenance requests, on and off-campus housing assignments and policy, procedure implementation and campus housing billing processes. Responsibilities include data entry, managing internal/external communications and working with other Caltech departments and outside vendors to coordinate the day to day office operations.

Job Duties

  • Provide day-to-day administrative and clerical support
  • Provide customer service to internal and external customers
  • Assess and determine priority of requests, track and follows-up on progress
  • Answer detailed questions via phone, email, or walk in
  • Address customer complaints in a timely manner
  • Perform daily data entry into various maintenance, occupancy and billing databases
  • Process maintenance work orders and contact vendors to schedule needed repairs
  • Provide paperwork and access to vendors and internal staff for on/off campus work orders
  • Screen and route mail/inquiries; process and maintain highly sensitive and confidential information; send-out mass email notifications
  • Act as liaison between department and utility companies
  • Assist with special projects including occupancy turnover, summer conferences and major rehabs
  • Maintain calendars, schedule requests/appointments and coordinate tasks and/or projects, including preventative and deferred maintenance
  • Receive, process and pay all housing utility bills, such as gas, electric, water, trash and telephone
  • Assist senior staff with the purchase of maintenance and office supplies, etc.
  • Administer lock out process
  • File applications, inspection forms and other documents using basic filing systems
  • Document, process and collect damage charges from residents
  • Prepare, process and collect contracts, leases and rent payments from residents and departments paying with an account number via web internal charge
  • Run daily credit card batch reports and process payment deposits
  • Assist with housing assignment processes for undergraduate and graduate students and postdocs
  • Maintain general front office operations and overall welcoming appearance of front office, including replenishing forms, flyers, applications, office supplies, etc.
  • Help to identify and improve inter-departmental procedures and best practices
  • Responsible for department records retention
  • Assist in administering the Emergency Action Plan as it pertains to Housing Department (Organizational Critical Status)
  • Other duties as assigned

Basic Qualifications

  • 3 or more years of responsible administrative/clerical experience
  • Proficient in Microsoft Office applications such as Word and Excel
  • Ability to multi-task and prioritize in a busy, fast-paced, dynamic environment
  • Must possess strong follow through and follow up skills
  • Must be highly organized, detail oriented and proactive
  • Good problem solving skills
  • Awareness and sensitivity to special interest groups, parents, students, faculty, and staff
  • Must have patience and be able to deal with people under stressful circumstances
  • Excellent written and oral communication skills
  • Strong customer service skills and an effective communicator with those of diverse backgrounds
  • Must be a team player and willing to work after hours and weekends as needed

Preferred Qualifications

  • Previous university housing experience
  • Bilingual in English and Spanish

Required Documents

  • Resume

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