Accounts Coordinator - Remote/Hybrid Position

Job Title: Administrative Coordinator (100% Remote/Hybrid optional depending on location)

Location: Christa McAuliffe Residential Community and Entrepreneurship Living Learning Community at Bowie State University

Reports To: Assistant Director of Operations

Salary: $18.00-$22.00 per hour and competitive benefits package

FLSA Status Non-Exempt

Summary

This position will serve as an Administrative Coordinator for the Christa McAuliffe Residential Community, a 460-bed apartment complex, and the Entrepreneurship Living Learning Community, a 557-suite style residence hall located at Bowie State University. This role is responsible for accounts receivable and accounts payables for the Bowie housing program. The Administrative Coordinator provides services for basic student account inquiries, process resident payments, process invoices, maintains/audit resident files, and performs data entry into resident account database. Staff may be asked to assist onsite and in-person during move-in/move-outs and other critical times.

Essential Duties and Responsibilities

Accounts Payable:

• Receives payments and issues receipts.
• Assists with maintaining current budgets for Assistant Directors, Maintenance Supervisor, Director.
• Assists with contracting and billing/collections process Includes the use of the Property Boss system (assignment and billing software).
• Uploads receipts/proof of vendor payments
• Follow up on PO processing for the traditional housing operations as needed.
• Verify invoices against purchase orders and ensure goods or services were received before issuing payment to vendors.
• Clarify any questionable invoice items, prices or signatures.
• Assemble and review invoices to be completed for payment.
• Maintain copies of vouchers, invoices or correspondence necessary for files
• Protect businesses against unintentional overpayment.

Customer Service:

• Manage and maintain active and answer incoming telephone calls, determine the purpose of callers, and forward calls to appropriate personnel or department. Take and deliver messages or transfer calls to voicemail when appropriate personnel are unavailable.
• Answers basic account questions from residents. Refers to the accounting area when necessary.
• Check incoming emails and respond to residents, vendors, parents, etc. with any questions or concerns.

Office Management:

• Coordinate resident mailings such as reminders, collection notices, move out information, etc.
• Maintains resident files for accuracy and accountability.
• Operates computer terminals to input and retrieve data.
• Orders, and ensures timely delivery of, and maintains office supplies.
• Assist with leasing and marketing of apartments/rooms.
• Replenish and order office supplies and necessities as needed.
• Performs other clerical duties as needed.
• Assist Assistant Director in hiring and the supervising student office assistant.
• Other duties as assigned.

Leasing and Marketing:

• Participates in outreach marketing activities.
• Assist with facilitating new applicant process prior to move in.
• Assist with weekly and monthly reporting.
• Assist with performing external market outreach at nearby businesses, organizations, etc.

Education/Experience/Skills Required:

• High school diploma or GED.
• 2-3 years of clerical experience.
• 1-2 years of accounts payables experience.
• Must have customer service experience.
• Must be proficient in Microsoft Office (Word, Excel and E-mail).
• Ability to operate basic office equipment including photocopier and telephone. Basic typing and filing skills.
• Must be a team player, we all must work together as we strive to provide the best service possible for our customers.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to deal with problems involving several concrete variables in standardized situations.

Work Hours

Monday-Friday 8:00am-5:00pm. This position is 100% remote working outside of the office during business hours.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Staff may be asked to assist onsite and in-person during move-in/move-outs and other critical times. This position communicates daily through virtual meetings and staff will be required to give regular progress updates to management. Staff are expected to have reliable internet service at their own expense. A laptop will be provided.

Physical Demands

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 use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Competitive benefits package includes health benefits, dental benefits, vision coverage, and 401K.

If you are unable to apply 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.