Senior Residential Operations Assistant  

Summary of Work Activities and Responsibilities

The Senior Residential Operations Assistant attends to the reservation and admission of potential residents and transients, handles their check-in and out, serves as front-desk support, and assists with the general upkeep of the rooms. As the senior member of the team, the position serves as the team lead and recommends work assignments and assists with monitoring the quality of output of the Operations team.

Main Duties and Responsibilities

I. URH Reservations, Applications, and Admissions Management

• Assists with queries of potential residents and transients and monitors the various communication channels of URH
• Processes reservations of URH rooms and facilities

• Implements an organized filing system for each application, ensuring that all documents are kept confidential

• Updates the URH resident database and prepares present headcount report, including tagging resident students in AISIS

II. Facilities Upkeep and Maintenance

Conducts regular inspection of common spaces and grounds maintenance

• Schedules room inspection to ensure that the general upkeep of the facilities is well-maintained and that needed repairs are coordinated properly
• Coordinates closely with the Housekeeping Supervisor for the URH in ensuring that a high-standard of cleanliness and over-all upkeep of the URH complex is maintained at all times
• Initiates job order process request for facilities and IT-related requirements

III. Room Check-in and Check-out Management

• Attends to the check-in process
• Attends to the check-out process
• Monitors the appliance/s brought in and out by the residents

IV. Frontline and Office Support

• Attends to inquiries of potential residents and the requests of the residents from various URH communication channels
• Accompanies the parents/visitors in touring the URH facilities
• Manages the receipt and release of packages and documents delivered for the residents and the Office
• Routes URH memos and announcements from various communication channels to the residents and transients
• Records all residents and guest concerns, conducts an initial data analysis, and provides inputs to the Assistant to the Director for
• Operations on the regular administration of a customer satisfaction survey
• Rotates work schedules with the other Residential Operations Assistants in the provision of services to URH residents 24/7
• Provides administrative and logistical support for URH-initiated meetings, events, and activities, including keeping all the documents and records organized

V. Team Lead Functions

• Organizes work of the Residential Operations Assistant by scheduling and assigning rotational shifts
• Serves as a guide on how to attend complex situations before escalating to the Assistant to the Director for Operations
• Consolidates all records of concerns brought to the attention of the URH administration team via the front desk, and makes an initial analysis and recommendation from the collected data
• Oversees the lost and found system of the URH, including an analysis of how to prevent loss
• Serves as the URH Key Custodian and manages key collection
• Monitors and ensures that the front desk and URH common areas are clean, orderly, and presentable at all times
• Monitors job orders requested from the Central Facilities Management Office and the Digital and Information Technology Services

VI. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.

Knowledge, Skills, and Abilities:

• Technological Savvy: Proficient in the use of MS Office and Google Suite applications for documentation, scheduling, and communication tasks
• Records Management: Knowledge and skills in organizing, maintaining, and safeguarding confidential records, ensuring compliance with data privacy •
• Organizational and Time Management Skills: Excellent ability to plan, prioritize, and execute tasks efficiently
• Communication Skills: Good communication skills both oral and written; able to draft clear correspondence, reports, and communicate effectively with internal and external stakeholders
• Interpersonal Skills: Strong ability to establish rapport and work collaboratively with individuals of diverse backgrounds and personalities
• Guest Relationship Management: Ability to manage and support guest-related needs and concerns with courtesy and efficiency, contributing to a positive visitor experience
• Customer Service Orientation: skilled in handling inquiries, resolving concerns, and maintaining a professional demeanor under pressure
• Attention to Detail: Strong focus on accuracy and thoroughness in performing administrative and operational tasks, ensuring error-free output and careful review of documents and processes

Education and Experience Requirements:

• With a Bachelor’s Degree
• At least 2 years of relevant work experience