Office Coordinator (Office Clerical Position)

Job Title: Office Coordinator 

Reports To: Assistant Director of Operations 

Location: The Triangle Towers at Case Western Reserve University 

Compensation: $19.50-$20.65 per hour and a comprehensive benefits package

FLSA Status: Non-Exempt 

Summary

Under the direct supervision of the Assistant Director of Operations, the Office Coordinator is responsible for providing financial and administrative support to ensure effective, efficient and accurate financial and administrative operations. The Office Coordinator is responsible for providing financial, administrative and clerical services. This includes processing and monitoring payments and expenditures and preparing and monitoring vendor documentation. Providing these services in an effective and efficient manner will ensure vendors and suppliers are paid within established time limits and records are up-to-date.  The Office Coordinator will be on the front lines of interacting with residents and handling their needs as well has first contact for prospective future residents.

Essential Duties and Responsibilities

• Receive and verify invoices and requisitions for goods and services
• Verify that transactions comply with financial policies and procedures
• Prepare batches of invoices for data entry
• Data enter invoices for payment
• Process backup reports after data entry
• Maintain updated vendor files and file numbers
• Maintain a filing system for all financial documents
• Maintain listing of accounts payable
• Assists auditors for the purpose of providing support and documentation on internal processes for accounts payable and receivable.
• Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing invoices/payments.
• Maintains financial information, files and records (e.g. copies of paid invoices, auxiliary checks, documentation, reimbursements, reports, vendor files, receipts, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
• Conduct daily package audits in resident package locker system.
• Answer phones and direct to appropriate person along with answering leasing and property information questions.
• Give property tours to prospective residents
• Submit work orders for residents
• Coordinate parking registration for retail and staff parking
• Other duties as assigned.

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 required. (Post-Secondary education such as associate’s degree or vocational degree is preferred). 
• 2-3 years office / clerical experience.  
• 2-3 years of customer service 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.

Work Schedule

Regular office hours are Monday-Friday 8:30am-5:00pm. Weekend office hours occasionally may be needed.

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 is usually moderate.

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 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. 

The is not employment contract. Benefits package includes 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.