Job Description

Job Title: Assistant Director of Operations

Reports To: Area Manager

Location: Millennium Hall at Towson University

Salary: $70,000.00 - $75,000.00 per year and competitive benefits package

FLSA Status: Exempt

Company Information

Capstone On-Campus Management (COCM), with headquarters in Birmingham, Alabama, 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.

Summary:

Under the direct supervision of the Area Manager, the Assistant Director of Operations primary responsibilities are overseeing all aspects of the leasing process, occupancy, re-leasing, unit transfers, resident accounts, and delinquency management. This live-off position also requires a customer-focused and professional image through interactions with all internal and external customers is essential.

Essential Duties and Responsibilities:

• Oversee the day-to-day management of the leasing process (including the online application) and respond to telephone calls and electronic communications. To effectively oversee the online application process, website management is expected, including tracking potential resident interest, and ensuring all lease paperwork, fee receipt and data entry for prospective & new residents
• Respond to prospect and resident inquiries regarding leasing, eligibility, move-in, lease renewals, room transfers and other occupancy issues.
• Responsible for all data entry of resident information, assignment and account information into resident database (Entrada and University Residential Systems).
• Coordinate re-leasing process including meeting with transitioning residents, educating residents about the process, completing re-leasing paperwork, and updating computer records.
• Become familiar with all front office operations (phones, mail, work orders, general filing, etc) and all aspects of customer service to effectively supervise the Office Manager.
• Keep accurate and organized records of all occupancy changes. Coordinate room transfer process.
• Submit weekly and monthly reports on leasing, occupancy, and delinquencies.
• Coordinate resident communications with regard to rental due dates, payment arrangements, and delinquencies. Collect rent and issue a receipt for payment when needed.
• Supervise one professional Office Manager, including hiring and training, managing workflow, providing performance feedback, and approving payroll.
• Assist with the opening and transitioning of the community at the beginning and end of each term and other officially scheduled breaks.
• Serve in the evening and weekend on-call duty rotation. Respond to emergency calls by assessing the situation and determining the best course of action.
• Perform weekly walkthroughs of residence halls, then complete and submit any work orders, where needed, to the Facilities Director within 24 hours.
• Maintain building amenities and provide input on new amenities for the building.
• Manage winter and summer turn spreadsheet in conjunction with the Facilities Director to ensure proper residence hall turnover.
• Be aware and knowledgeable of facility issues and concerns. Inform Area Manager and Facilities Director of unresolved issues. Assist the maintenance team in reporting maintenance needs
• The Assistant Director of Operations position requires a regular workday (9:00am to 5:00pm, Monday to Friday) with additional responsibilities in the evenings and weekends during high volume periods such as move-in, move-out, turn, and leasing events.
• While on-call, the Assistant Director of Operations serves as a resource and responds to crises and emergencies. Being on duty requires the Assistant Director of Operations to live within a 30-minute response radius of the community and have reliable transportation

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 required. Master’s degree in related field preferred,
• 2-3 years of experience in student housing operations at a college or university or related experience in property management overseeing leasing and assignments.
• Supervisory experience of full-time staff.
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines effectively.
• Working knowledge of Microsoft Word, Excel, and Outlook.
• Be able to participate in an after-hours on-call duty rotation and respond to the campus within 30 minutes.
• Ability to move and lift up to 35 pounds.
• Ability to work 100% in-office Monday-Friday during posted office hours.

100% in-office Monday-Friday during posted office hours.

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 35 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.

This is not employment contract.

Salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

COCM is an Employee Stock Ownership Plan (ESOP) company, giving eligible employees the opportunity to build retirement savings through company ownership. Eligibility and vesting are subject to the terms of COCM’s ESOP plan, including applicable service requirements. As employee-owners, team members share in COCM’s success and long-term growth.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact. 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.