Residence Coordinator (Stellenbosch Onsite)

SUMMARY:
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POSITION INFO:

ENVIRONMENT:

A growing Property Development & Construction Group seeks to fill the role of a Residence Coordinator to take charge of the daily administration, month end functions and maintenance duties. Duties will include amongst others, ensuring guard shift handover, reconciling Petty Cash, keeping staff time registers, checking and upkeeping daily cleanliness schedule and checking the security incident report book daily. The ideal candidate will require relevant work experience in a similar role.

DUTIES:

Daily administration duties & responsibilities -

·        Check in every morning with Management via email.

·        Twice daily walk through the Residence inside and outside.

·        Ensure handover between guard’s shifts are done correctly.

·        Daily Meetings:

Ø  Maintenance Assistant

Ø  Security

Ø  Cleaners

·        Forward all claim reports to Management.

·        Daily to lists.

·        Reconcile Petty Cash daily.

·        Send all job cards to Management.

·        Keep staff time registers.

·        Respond to all emails and phone calls within 12 hours.

·        Refer all necessary correspondence to Management.

·        Ensure correct signature in all common areas.

·        Refer all NSFAS bursary matters to Management.

·        Keep notice boards updated.

·        Arrange monthly student (RSA/House committee) meetings.

·        Cc management in all correspondence with universities.

End of month functions -

·        Send all paperwork to management -

Ø  Petty Cash

Ø  Pest Control

Ø  Laundry Recon

Ø  Updated furniture list

Ø  List service

Ø  RSA Minutes

Ø  Residence activities

Maintenance duties and responsibilities -

·        Prepare checklists: Reports with photos attached.

·        Send weekly maintenance list to Management by 12:00 pm Thursdays.

·        Report urgent maintenance issues to Residence Manager.

·        Manage maintenance staff in Residence.

Hygiene and Cleanliness duties and responsibilities -

·        Check and upkeep daily cleanliness schedule.

·        Check each floor/bathroom/common area twice a day.

·        Ensure stock of detergents and order by 25th of each month with cleaning company.

·        Ensure quarterly pest control services and bi-annually Room services.

·        Check and monitor pest infestation daily.

·        Prepare a cleaning roster for Residence.

Connectivity (Wi-Fi & DSTV) -

·        Ensure Wi-fi fully operational daily.

·        Ensure DSTV operational daily.

·        Control and safekeeping of TV and DSTB remotes, snooker cues, boardgames and extra bed lamps.

·        Report any faults/issues to management.

Security – duties and responsibilities -

·        Check security incident report book daily.

·        Check security night shift report daily.

·        Ensure all cameras are in good working order.

·        Ensure all emergency numbers are updated at security.

·        Ensure Biometric system is 100% operational.

·        Ensure all signs / safety notices are displayed correctly.

·        Ensure all necessary lists available at security for students to signs (tokens, toilet paper, etc.).

·        Report all incidents to management.

·        Ensure all students abide to the student handbook house rules.

·        Investigate all incidents with camera footage.

·        Security file with the necessary documentation:

Ø  House rules

Ø  Emergency numbers

Ø  Incident Reports

Ø  Handover doc

Ø  Intake form

Ø  Checkout forms

Checking in / out of residence – Duties and responsibilities –

·        Checking in procedures:

Ø  Student to receive House Rules

Ø  Ensure that applicant is a student (proof of registration)

Ø  Do walkabout with Student

Ø  Ensure intake form is completed correctly

Ø  Ensure lease agreement is correctly completed

Ø  Copy and attach student card (Proof of registration)

Ø  Register student on biometrics system

Ø  Room inspection report and ensure student acknowledges and sign it

Ø  Update occupancy list with student details

·        Checking out of students:

Ø  Ensure lease agreement end date corresponds to student leaving date.

Ø  Complete inspection report and record any damages

Ø  Remove students from biometric system

Ø  Update occupancy list with student checkout date

·        Ensure all rooms are clean and tidy.

·        Perform cleaning of mattresses when needed.

Statutory requirements -

·        Carry out any reasonable request made by a senior member of Management.

·        Be fully conversant with:

Ø  Fire regulations

Ø  Health & Safety regulations 

Ø  Emergency procedures

·        Perform fire drill twice per annum.

Marketing and Holiday accommodation -

·        Refer all queries on Holiday accommodation to management.

·        Ensure all holiday accommodation documentation are in order.

·        Assist with yearly student development programs.

Laundry and recreational rooms -

·        Ensure adequate amount of laundry tokens are available.

·        Control and monitor issuing of tokens to students.

·        Contral and upkeep snooker table, cues, balls foosball, boardgames and any other company assets.

·        Monitor usage and maintenance and cleanliness of laundry facilities.

·        Monitor usage and maintenance and cleanliness of foosball and snooker tables.