Assistant Director of Operations

Job Title: Assistant Director of Operations

Reports To: Director of Operations

Location: The Essential servicing Johns Hopkins Medical School in Baltimore, MD

Compensation: $52,000.00-$60,000.00 per year, plus bonus potential, competitive benefits package, and on-site apartment

FLSA Status: Exempt

Company Information:

Capstone On-Campus Management (COCM) is a group of student housing professionals focused exclusively on the management of housing communities owned by non-profits and/or highly affiliated with a university. We are looking for an experienced Assistant Director of Operations who wants to create a team atmosphere, gets along well with others while getting the job done for our residents in a timely and professional manner. If you are looking for a career, where there are opportunities for bonuses, with a good benefits program within a terrific company, please send your resume to recruitment@cocm.com. The Essential is a 572 bed, 20 story high rise community comprised of studio, 1, 2 and 4BR units along with a community deck, study lounge, fitness center and more. We house the students, faculty, and staff from the Johns Hopkins Medical Campus in East Baltimore. Our residents are the best and brightest and are First Responders, Change Makers, and Solution Finders. They are our future in medicine in hospitals, urgent care, and communities throughout the world. They are Essential!

Summary:

Under the direct supervision of the Director of Operations, the Assistant Director of Operations is responsible for overseeing all administrative tasks associated with facilities, accounts receivable, residents’ accounts and commercial tenant engagement.

Duties and Responsibilities:

• Oversees the collection of resident payments and retail tenant payments, including issuing receipts, completion of daily deposits, and batch work.
• Daily data entry of receipts and charges to student accounts (running payments through a property management system).
• Coordinate electronic or paper communication to residents, such as cancellations, reminders, collection notices, facilities issues, office closings, etc.
• Maintain/update office documents such as operations manual, resident roster, publication forms, key log, rent roll, work orders, etc.
• Coordinate maintenance work between residents and maintenance staff. Track and update maintenance requests.
• Answer questions regarding the leasing process & conduct tours of the community.
• Maintain and Audit copies of leasing documents in regard to move-outs and evictions.
• Maintain the electronic key system and manage the operation of the system. This includes quarterly audits to ensure accuracy and availability of keys.
• Check residents out of apartments and manage appropriate paperwork in the property management system.
• Work with maintenance staff to maintain a list of apartment damages. Execute invoices for students, and process payments for these charges.
• Oversee computer operation as related to Home Office.
• Coordinate, with the supervisor, the daily deposits of accounts receivable.
• Provide accurate records with regards to past due accounts and assist in the collection of past due accounts.
• Update Rent Roll report as needed.
• Coordinate the input and payment of accounts payable items prior to approval by the Director of Operations.
• Assist with the management of all site accounts payable items.
• Assist the Director with any bids, quotes, or vendor contract requests.
• Maintain correspondence with vendors as it relates to invoicing or accounts payable items.
• Assist the Director of Operations with vendor assignment and management.
• General filing and office duties.
• Receive and distribute Interoffice and US mail.
• Maintain inventory of office supplies.
• Monitor all charge card transactions to ensure proper processing of all transactions.
• Receive and distribute maintenance requests.
• Maintain an accurate key inventory.
• Maintain a log to document vendors working within the complex.
• Track all lockouts and process charges for all lock changes and lost keys.
• Participate in an on-call rotation which may require an on-site response on nights, weekends, and some holidays.
• Oversee residential staff, front desk/office, and security staff.
• Oversee and/or assist with residential programming and marketing/leasing.
• Assist with prospective residents with tours, answering questions and engagement, if necessary.
• Other duties as assigned.

Supervisory Responsibilities

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree and 2-3 years related experience.
• Must have comfort and confidence in managing confidential crisis issues.
• Must possess effective skills in customer service, group facilitation, leadership, and organization.
• Must possess strong interpersonal, communication (oral and written) skills, computer competency (Word, Excel, content management systems, etc.), and the ability to work with a diverse population.
• Experience in the Student Housing field is preferred.
• Willingness to get the job done correctly.
• Team player and willing to assist in other areas when not as busy with operations, as needed.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs, and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary commensurate with experience. benefits package, including health benefits, dental benefits, vision coverage, and 401K. The apartment is either a 2BR/2bath or 3BR/2bath, dependent upon availability. If choosing to live off, salary is negotiable. As a salaried management position, there will be extended work-hours from time to time, including after-hours and weekends. This is generally known in advance.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.