Faculty Housing Assistant

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

This position assists with assignment, leasing, maintenance, and rehabilitation of roughly 100 units of Faculty Housing in the vicinity of the campus. This position is responsible for the day-to-day customer service and administrative support for the Faculty Housing Office. This position will also provide assistance with various projects and will provide coverage in the absence of the Faculty Housing Manager.

Essential Job Duties

• Serve as first point of contact for incoming Faculty in need of housing. Responsible for providing a high level of customer service, assessing client needs, conducting tours, and helping with the reservation process. Partners with sponsoring Divisions to secure appropriate housing.
• Manage resident turnover process, including assignment confirmation, check in, check out, inspection requests, and turnover monitoring.
• Serve as first point of contact for conference room inquiries. Manage reservations and logistics of conference rooms.
• Creates, prioritizes, and assigns daily maintenance activities in AiM. Monitor multi-shop work order schedules.
• Coordinate with Faculty Housing staff members regarding prioritization, internet and cable installation scheduling, supply ordering, and customer requests.
• Administer purchase orders such as cable, internet, or cleaning vendors, and some service contracts.
• Manage purchase orders, supply orders, and p-card reconciliation for staff. Process vendor payments.
• Process monetary collections such as rent, utility, fees, etc. via check, credit card, or WIC. Process monetary deposits for checks and reconciliation of online payments.
• Provide guidance for online payment processes for tenants.
• Prepare, distribute, and collect all Faculty Housing, leases and correspondence, confirmations, notices of contract terminations or contract changes and occupancy reports.
• Daily data entry and maintaining database accuracy for occupancy, maintenance, turnover, and billing processes and for maintenance projects.
• Assist in day-to-day business operations, such as drafting, editing, proofing correspondence, reports, etc. using Microsoft 365.
• Provide customer service to internal and/or external customers; assesses and determines priority of request, tracks and follows-up on progress, and addresses customer concerns and complaints.
• Maintain records files and databases; screens and routes mail/inquiries; processes and maintains sensitive and confidential information; coordinates tasks and/or projects, maintains calendars, schedules meetings and appointments, etc.
• Initiate and/or place orders for office supplies, equipment, etc.; conduct vendor searches and obtain bids; tracks, monitors, and resolves delivery of orders.
• Other duties as assigned.

Basic Qualifications

• At least 3 year's progressively responsible related administrative or office experience.
• Bachelor's Degree or equivalent experience.
• Excellent customer service skills coupled with strong verbal and written communication are a must. Must be able to communicate effectively with customers, residents, external vendors, etc. Must be able to collaborate with other campus community members.
• Candidates must have the ability to interact with various levels of faculty and staff, outside vendors, and contractors.
• Candidate must be proficient with computer skills including MS Office Suite and remote collaboration tools.
• Candidate must be able to apply knowledge of policies and practices to assignments.
• Candidate must be capable of solving both routine and non-routine problems.
• Candidate must be capable of prioritizing tasks and meeting critical, time sensitive deadlines.
• Must be capable of follow through and organization; attention to detail is essential.
• Must be able to walk to and through the residential units around campus to respond to residents' requests and/or conduct tours or as required. Must be able to use stairs going to the units that may be at a ground level or in multiple level buildings.

Preferred Qualifications

• Experience coordinating routine maintenance and custodial services.
• Residential and/or commercial management experience.
• Construction project management experience.
• Vendor management.

Required Documents

• Resume.