The Residence Admin Services Representative is responsible for our administrative needs and admissions process, responding to parent, student and guest inquiries, service requests, and carrying out daily operational duties. They must be able to listen and understand the needs of guests and students and deliver the appropriate level of service, striving for high degree customer service satisfaction at all times.
The Residence Admin Services Representative will work out of the front desk of the residence and have a high level of interaction with parents, students and guests, as well as all members of the residence staff team.
Essential Functions and Basic Duties
· Demonstrate a high degree of customer service on phone calls, via email, and in person
* Must be very proficient in Microsoft Excel
· Ability to work a flexible schedule, EXAMPLE: 9am-5pm Monday to Friday (some Saturdays and extended hours during peak periods as needed
· Utilize internal computer software, maintain records, filing, reporting
· At times, required to walk from building to building and up/down 4 levels without an elevator to check rooms in various buildings for cleanliness and repair work before room assignments
· Prepare resident notifications/memos and arrange for distribution
· Financial administration, including processing payments, invoices, and reviewing accounts
· Maintain tv displays and video surveillance and ensure that cameras are recording at all times
· Communicate pertinent information between staff
· Maintain student and guest privacy
· Knowledge of emergency procedures and on-call staff procedures
· Know who to contact for various situations, including residence staff and facility contractors
· Ensure the occupancy reporting is kept up to date, and available for maintenance and housekeeping at all times.
· Handle in a professional manner; reservations, check-ins, check-outs, and account settlement
· Maintain the appearance of the desk, lobby, display suite and office area at all times
· Order office supplies as needed
· Understanding of building departments, including maintenance, housekeeping, residence life, and conference and sales
· Responsible for the front desk operations, including: processing applications, renewals, extensions, payments, financial administration, producing office reports, and keeping key areas tidy and organized
· Maintaining key system and issue keys to contractors as needed. Ensures building keys are used appropriately and responsibly
· Any other duties as assigned
Communication Expectations
· Customer Service: Strive to always provide clear and accurate information, verbal, written and electronic.
· Notifications and Instructions: verbal, written and electronic.
· Social Media: establish and maintain a professional presence of online identity.
· Strive for excellence and always promote Georgian Green Student Residence in a positive manner.
Organization and Administration
· Perform admission functions: leasing process (registration, process payments, room assignments and changes as well as all related correspondence.
· Prepare and maintain rent roll - move- in & move- out reports, updates and room assignments
· Prepare resident notices and coordinate delivery including rent receipts
- Display suite: set up & tear down of decorating and weekend staffing (May - August).
- Overseeing e-mail enquiries and in person tours.
· Perform financial transactions and end of day POS functions, prepare and deliver bank deposits
· Oversee admissions process and occupancy management of assigned residence(s).
- Invoicing and collection of resident damage charge backs and delinquent accounts
- Establishing a professional level of service excellence.
- Providing a resident friendly and inviting environment.
- Maintaining working relationships with outside businesses, competitors and other organizations.
- Creating a positive reputation and image for the property.
- Assist in the development and updating or standard operating policies and procedures.
- Maintaining accurate record keeping.
- Residents: general enquiries, early termination requests, room transfers, deficiency repairs.
- Participate in recruitment event planning, sponsorship opportunities, awards & scholarship planning.
Contact with Trades, Contractors, and Service Providers
· Communicate with Trades & Contractors: in person or by telephone.
- Manage log and track the return of all keys given to contractors for building access
- Maintain records pertaining to facilities management and property maintenance.
- Reviewing invoices and approving payments in the Manager’s absence as required.
- Initiating and tracking building, suite and bedroom maintenance and repairs.
- Mobilizing emergency cleanup & repairs as needed.
Departmental Responsibilities
- Maintain the property social media account(s).
- Liaise and support institutional recruitment efforts with a focus on promoting off campus residence living.
- Connect with contacts within the local community who support student development, such as various college departments (GCSA, International, Housing), local businesses, emergency services, and regional health services.
- Maintain regular communication with the ResLife Team (Manager, Finance, RAs, CA, Facilities & Contractors).
Crisis and Incident Management
- Serve as part of the departmental rotation of on-call staff.
- Be familiar with and follow the internal policies and procedures.
- Perform mediations and interventions as needed.
- Coordinate with outside agencies in response to crises.
Student and Staff Development
- Maintain visibility and presence within the assigned residence community.
- Assist with Recruiting, hiring, training, evaluating, and mentoring a team of Resident Advisors and/or Community Advisors.
- Liaise, collaborate, and partner with institutional partners to support the needs of students.
Other Duties
- Demonstrate an ability to manage a complex set of competing priorities.
- Other duties as assigned by the Manager or Owner.
- Demonstrate an interest in students who come from a diverse range of backgrounds, and have an ability to relate well to their needs and concerns.
- Develop and maintain internal and external relationships. This includes but is not limited to, institutional committees/offices, Georgian College affiliates, Lakehead University affiliates, Simcoe County partners, OACUHO, ACUHO-I, CACUSS, etc.
- Other duties as assigned.
Benefits
- Company events
- Parking Spot
- Health Care/Dental care/Wellness & Vision care after probation completion.
- Paid time off (vacation)
Work remotely
- NO - Full time in office mandatory
Qualifications
Education: Post Secondary (College or University)
Vehicle: To perform bank deposits and pick up mail or materials as needed
Skills/Abilities: Must possess excellent verbal communication skills
MS Office, Outlook experience an asset
Must possess excellent customer service skills
Must possess positive attitude
Work independently without constant supervision
Must be able to handle multiple projects at once
Experience Required: Minimum of 2 years industry experience or equivalent customer service experience
Equal Opportunity Employer
It is Georgian Green Student Residence policy to promote equal employment opportunity for all applicants and employees. Georgian Green Student Residence does not unlawfully discriminate on the basis of race, colour, religion, sex, national origin, ancestry, age, physical disability, mental disability, medical condition, marital status or sexual orientation. Georgian Green Student Residence prohibits the harassment of any individual on any of the grounds listed above. This applies to all areas of employment including recruitment, hiring, training and promotion.
If you require accommodation in order to successfully submit an application, please email us.
Pay: $40,000.00-$45,000.00 per year
Benefits:
- Company events
- Extended health care
- On-site parking
- Paid time off
Ability to commute/relocate:
- Barrie, ON L4M 5K5: reliably commute or be willing to relocate with an employer-provided relocation package (required)
Education:
Experience:
- Microsoft Excel: 2 years (required)
- Communication skills: 3 years (required)
- Customer Support & Client Services Occupations: 3 years (required)
- Administrative: 3 years (required)
Language:
- Fluent English (required)
Licence/Certification:
- Ontario Driver's License (required)
