Office Coordinator

Community Name:

Disciples Terrace

The Office Coordinator works directly with the Housing Manager and is responsible for coordinating the management office to assist with the over-all operation of the housing facility, within the policies and procedures approved and established by the US Department of Housing Urban Development (HUD) and United Church Homes (UCH).

Essential Functions Statement(s)

• Assists with the management of the applicant waiting list (updates list, sends letters to prospective applicants to keep list current)
• Coordinates the move-in process and updates all information and notifications accordingly
• Updates information after residents have moved out
• Coordinates the recertification process (income and eligibility re-verification) for all residents on an annual basis
• Updates Enterprise Income Verification (EIV) book
• Collects rent from residents and makes daily bank deposits
• Processes invoices for payment
• Assists the Housing Manager with the development of the upcoming yearly operating budget, which is ultimately set and approved by the Regional Manager
• Coordinates information and paperwork for Special Claims submission by Housing Manager
• Coordinates information and paperwork for Reserve for Replacement requests as submitted by the Housing Manager
• Coordinates and sends reports/data required by the Central Office and HUD
• Keeps facility management office well organized and properly maintained
• Answers incoming phone calls
• Requests guidance and training from Manager or Regional Manager as needed
• Develops and implements emergency procedures and evacuation plans under the direction of the Housing Manager
• Maintains contacts for emergencies (including voice mail and answering service)
• Maintains emergency contact numbers for the residents, police, fire department and medical facilities as needed
• Receives and maintains work order requests for repairs and maintenance of apartments, common spaces, structures and grounds, ensuring a response time of 24 hours
• Coordinates maintenance contracts for review by the Housing Manager and approval of the Regional Manager
• Assists with yearly apartment inspections as needed
• Maintains a professional working relationship between staff, applicants, guests, residents and their family
• Assists with implementing Resident Satisfaction & Valuation Program (RSVP) and responding to resident concerns in a timely manner
• Assists with encouraging the development of social programs for the residents
• Plans and organizes monthly resident activities
• Maintains a monthly newsletter and calendar of events for residents
• Understands and upholds Fair Housing laws and the Affirmative Fair Housing Marketing Plan (AFHMP)
• Works with Housing Manager to maintain a 95% to 100% occupancy rate
• Assists with reviewing staff Time Sheets for accuracy
• Submits forms to the HR department as needed, and in a timely fashion
• Performs all other duties as assigned or directed

Competency Statement(s)

• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Responsible - Ability to be held accountable or answerable for one’s conduct.

Skills & Abilities

• Education: High School Graduate or General Education Degree (GED): Required
• Experience: Two (2) years of business office experience
• Computer Skills: Must be able to proficiently operate a computer, the Internet, Microsoft Office, other relevant software and basic office equipment
• Certifications & Licenses: Must have a valid driver's license
• Other Requirements: Previous office experience helpful; Must be able to read, write, understand and speak the English language; Must have strong interpersonal and communication skills; Must be highly motivated to assist and ensure the well-being of residents; Must be able to adhere to all terms and conditions set forth in the United Church Homes Employee Handbook

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.