Call Center Assistant

UCLA; Los Angeles (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

UCLA Housing & Hospitality Services in Los Angeles is seeking an administrative professional to support property management operations. You will handle routine correspondence, screen calls, issue work orders, and maintain records to help keep our residences and facilities running smoothly.

The role requires strong communication, organization, and the ability to work with diverse campus stakeholders; a high school diploma and 2+ years of office experience are preferred.

Qualifications

• 2+ years demonstrated administrative office experience.
• Typing and filing skills with speed and accuracy.
• Proficiency in Word, Excel, Access, and Outlook.
• Ability to follow written and oral instructions.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and heavy workload.
• Must have and maintain a valid California Driver's License (preferred).

Responsibilities

• Provide administrative support for the maintenance program and manage work orders.
• Receive, screen, and route calls; schedule vendors/contractors.
• Prepare routine correspondence and schedule appointments; travel between properties.

Skills

Administrative support

Communication skills

Time management

Data entry

Education

High School Diploma or equivalent

Tools

Word

Excel

Access

Outlook

Job description

Department Summary

At UCLA Housing & Hospitality Services (H&HS), you become part of UCLA's tradition of excellence by providing quality housing, dining, and hospitality services to student-residents, faculty, staff, and campus visitors. We believe there's more to a job than simply being employed. In addition to competitive salaries and comprehensive benefits and retirement plans, H&HS team members enjoy significant opportunities for professional and personal growth in a supportive work environment. No matter what your role, you will join more than 2,600+ H&HS team members who understand that our motto Hospitality First! means that a warm, gracious attitude makes a difference in the lives of the people we serve.

Position Summary

Under the general supervision of the Department Manager and the Supervisor provide primary support for properties managed by UCLA Housing & Hospitality Services. Provide a full range of administrative support for the maintenance program. Assist the public and visitors in a professional and courteous manner with information or referring them to the appropriate person. Receive, screen, and route telephone calls. Generate work orders using a database program and maintain database. Issue work orders and/or keys. Initiate and complete forms necessary to facilitate pre- and final inspection of vacant apartments. Schedule vendors and/or contractors to assist in the renovation of vacant apartments. Screen incoming calls for management staff. Open, sort, and distribute all incoming mail. Prepare routine correspondence to residents, vendors, rental staff, and other customers as directed. Schedule appointments for management staff to meet with residents who have maintenance related concerns. Complete other duties as assigned. Finally, the position requires flexibility in traveling to and from the various complexes, to and from the various properties managed by UCLA Housing & Hospitality Services.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• 2+ years demonstrated administrative office experience (Required)
• Working knowledge of Landlord-Tenant Law and an understanding of eviction procedures as they relate to campus policies and procedures. (Preferred)
• Typing skill to prepare business correspondence, forms and reports with speed and accuracy. Skill in establishing alpha/numerical files. (Required)
• Skill in operating Network based PC including working knowledge of the programs Word, Excel, Access, and Outlook. Competency in Database functionality. Ability to follow written and oral instructions and/or directions. (Required)
• Skill in reading documents written in standard English text (e.g., administrative policy manuals and rental agreements). Skill in writing grammatically correct routine business correspondence. (Required)
• Ability to make oral presentations for the purpose of providing information, explaining policies and procedures, and answering questions. (Required)
• Ability to perform with frequent interruptions and/or distractions and manage a heavy workload within established time frames. (Required)
• Skills in interacting with persons of various social, economic and educational backgrounds. (Required)
• Ability to establish and maintain cooperative working relationships with persons of various social, cultural, economic and educational backgrounds. Skill in interacting diplomatically with the public in a high volume, continuous public contact setting. Ability to maintain equanimity in the face of resistance, indifference or hostility. (Required)
• Ability to initiate and maintain cooperative relationships with co-workers, managers and supervisors, customers/clients, and members of the public. Ability to work harmoniously and cooperatively as a team player. (Required)
• Must have and maintain a valid California Driver's License in order to drive a van, pick-up truck, or electric cart and travel to other off/on-campus locations on a regular basis. (Preferred)
• Requires verbal and written communication skills, active listening, critical thinking, multi-task and time management skills. (Required)
• (Required)

Education, Licenses, Certifications & Personal Affiliations

• High School Diploma High School Diploma or equivalent experience (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule

Monday through Friday 9:00 a.m. to 5:30 p.m.

Union/Policy Covered

CX-Clerical & Allied Services