Office Coordinator

UCHI United Church Homes, Inc.; United States; On-site; USD 32,000 - 42,000; Full time

Job summary

UCHI United Church Homes, Inc. is seeking an Office Coordinator for Disciples Terrace.

You will work with the Housing Manager to coordinate the management office and support HUD and United Church Homes policies to maintain efficient operations. Responsibilities include managing the applicant waiting list, coordinating move-ins, reconciling recertifications, processing invoices, collecting rent, assisting with budget development, and ensuring compliance with Fair Housing and RSVP programs while

Qualifications

• Two (2) years of business office experience.
• Must have a valid driver's license.
• Must be able to read, write, understand and speak the English language.

Responsibilities

• Assist 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

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

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 overall 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.

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.

At United Church Homes, It's All About Spirit. As a United Church Homes team member, you help foster a spirit of unity across our communities and a commitment to person-centered care at every level of our organization. We know you have a passion for changing lives and enhancing the well-being of our residents. As a result, we want to help you reach the fullest potential in your career. Here, your gifts and talents are appreciated. Your dedication to relationship-building is valued. At United Church Homes you are just as important as our residents, and together we provide care that nurtures, encourages and creates a sense of community. From the nurses, dietitians, therapists, housekeepers, and others who touch residents' lives on a daily basis, to the administrators and office staff, we share a common goal: excellence in all we do.