Description

Job: Operations Coordinator       

FLSA Status: Hourly, Non-Exempt

Position Reports to: Area Manager

Work Location: Boston, MA

Positions Supervised: None

Responsibilities:

The primary responsibility is to provide administrative support within the area market and facilitate the flow of paperwork.  This role coordinates the lease throughout the entire process to ensure the highest level of guest satisfaction, communicates and follows up with on the process, and maintains the accuracy of data in the internal operating systems. 

• Coordinate new lease accurately and timely from start to finish
• Double-check to ensure that the Guest Services Coordinator has completed all leasing paperwork accurately
• Communicate accurate information to the Quality Control Representative to process all necessary work orders
• Maintain accurate and current information in the company’s operational database for clients and apartment communities
• Maintain accurate organization of the filing system including the maintenance of client and community information
• Ensure that the Guest Services Coordinator processes clients’ lease extension and notice to vacates accurately and in a timely manner 
• Update request systems with any add on requests for client’s needs 
• Review daily operations schedules
• Assist the area manager in developing processes for improved efficiency
• Generates scheduled reports by the designated deadline and any other reporting needs requested
• Double-check that all client paperwork has been completed accurately and received timely  
• Communicate with the Quality Control Representative and update systems with any add-on requests for guest needs
• Ensure that all specialty items, requests, and upcharges have been entered into the database 
• Ensure that the Guest Services Coordinator provides clients with accurate price ranges
• Coordinate with Accounting to ensure that office rent and utilities are paid accurately and timely
• Respond to customer service issues with a sense of urgency, follow up with each issue, and prevent similar situations from arising to maintain the highest level of customer satisfaction
• Serve as the primary point of contact for all accounting inquiries, act as a liaison between the area market and accounting team, answer questions related to community and supply partner billing discrepancies, final account statement charges, and any other accounting inquiries.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position, other duties and responsibilities may apply or change at any time with or without notice. 

Requirements

Hours Worked: Monday-Friday: 8:30am-5:30pm

Education/Certification: High School diploma or GED or equivalent 

Experience Preferred: Background in customer service, accounting/billing, or in property management is a plus. Computer proficient, particularly in Microsoft Outlook and Word, Smart phone technology.

Requirement: Ability to pass background, drug and driving record check annually, as per company policy and guidelines. Must maintain a valid and unexpired driver’s license that meets company driving standards and maintain current automobile insurance and registration.