Office Coordinator-Southern Pines

United Church Homes, Inc.; Horn Lake (MS); On-site; USD 36,000 - 48,000; Full time

Job summary

United Church Homes, Inc. in Horn Lake, Mississippi is seeking an Office Coordinator to support the Housing Manager in coordinating the management office and assisting with the overall operation of the housing facility in compliance with HUD and UCH policies.

The role involves managing waiting lists, move-ins, annual recertifications, rent collection, and reporting to the Central Office and HUD. Strong organizational and communication skills are essential, with a commitment to resident

Qualifications

• Requires a High School Diploma or GED.
• Two years of business office experience.
• Strong Microsoft Office and computer skills.
• Must read, write, and speak English clearly.

Responsibilities

• Assists with the management of the applicant waiting list.
• Coordinates the move-in process and notifications.
• Updates the recertification process for residents annually.
• Collects rent and makes daily bank deposits.
• Assists with the annual operating budget development.
• Coordinates reports for HUD and Central Office.
• Keeps the office organized and maintains emergency procedures.
• Plans monthly resident activities and newsletters.
• Supports occupancy goals and coordinates vendor relationships.

Skills

Office admin

Customer service

Interpersonal skills

Written communication

Education

High School Diploma or GED

Tools

Microsoft Office

Internet & Email

Job description

Community Name:Southern PinesThe 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 accordinglyUpdates information after residents have moved outCoordinates the recertification process (income and eligibility re-verification) for all residents on an annual basisUpdates Enterprise Income Verification (EIV) bookCollects rent from residents and makes daily bank depositsProcesses invoices for paymentAssists the Housing Manager with the development of the upcoming yearly operating budget, which is ultimately set and approved by the Regional ManagerCoordinates information and paperwork for Special Claims submission by Housing ManagerCoordinates information and paperwork for Reserve for Replacement requests as submitted by the Housing ManagerCoordinates and sends reports/data required by the Central Office and HUDKeeps facility management office well organized and properly maintainedAnswers incoming phone callsRequests guidance and training from Manager or Regional Manager as neededDevelops and implements emergency procedures and evacuation plans under the direction of the Housing ManagerMaintains contacts for emergencies (including voice mail and answering service)Maintains emergency contact numbers for the residents, police, fire department and medical facilities as neededReceives and maintains work order requests for repairs and maintenance of apartments, common spaces, structures and grounds, ensuring a response time of 24 hoursCoordinates maintenance contracts for review by the Housing Manager and approval of the Regional ManagerAssists with yearly apartment inspections as neededMaintains a professional working relationship between staff, applicants, guests, residents and their familyAssists with implementing Resident Satisfaction & Valuation Program (RSVP) and responding to resident concerns in a timely mannerAssists with encouraging the development of social programs for the residentsPlans and organizes monthly resident activitiesMaintains a monthly newsletter and calendar of events for residentsUnderstands and upholds Fair Housing laws and the Affirmative Fair Housing Marketing Plan (AFHMP)Works with Housing Manager to maintain a 95% to 100% occupancy rateAssists with reviewing staff Time Sheets for accuracySubmits forms to the HR department as needed, and in a timely fashionPerforms all other duties as assigned or directedCompetency 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 & AbilitiesEducation: High School Graduate or General Education Degree (GED): RequiredExperience: Two (2) years of business office experienceComputer Skills: Must be able to proficiently operate a computer, the Internet, Microsoft Office, other relevant software and basic office equipmentCertifications & Licenses: Must have a valid driver's licenseOther 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 HandbookWe'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.