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
  • Prepares the reservation forms and receives and processes dorm reservation and application, ensuring all necessary documents are in order
  • Prepares the acceptance letters and dorm kits, and communicates the house rules to the incoming residents
• 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

III. Room Check-in and Check-out Management

• Attends to the check-in process
  • Coordinates the clean-up of rooms with the housekeeping team and ensures that the rooms are ready for check-in
  • Facilitates the check-in process of residents and transients and provides orientation of house rules
  • Monitors and ensures that all dormers have their own emergency bag, according to URH specifications, at the start of their residency
• Attends to the check-out process
  • Coordinates the room check and clean-up to ensure that everything in the room is still accounted for, including the return of room keys
  • Coordinates with the Office Assistant for Collections and Inventory Support to ensure that residents and transient guests have fully settled their bills prior to check-out
• Monitors the appliance/s brought in and out by the residents
  • Manages the residents’ submission of their Applications Declaration Forms

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
• Routes URH memos and announcements from various communication channels to the residents and transients
• Rotates work schedules with the other Residential Operations Assistants in the provision of services to URH residents 24/7

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

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