SUMMARY:
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POSITION INFO:
Job Description
Student Residence Coordinator
Residence: Belpark House, Bellville
Daily administration duties & Responsibilities
Check in every morning with Management via email
Twice daily walk through the Residence inside and outside
Ensure handover between guards shifts are done correctly
Daily Meetings:
a. Maintenance assistant
b. Security
c. 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
Refr all NSFAS bursary matters to Management
Keep notice boards updated
Arrance monthly student (RSA/House committee) meetings
Cc management in all correspondence with universities
End of month functions:
Send all paperwork to management
a. Petty cash
b. Pest control
c. Laundry recon
d. Updated furniture list
e. List service
f. RSA Minutes
g. 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 & upkeep daily cleanliness schedule
Check each floor/bathroom/common area twice a day
3. Ensure stock of detergents and order by 25 [th] 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 ques, boardgames and
extra bed lamps
Report any faults/issues to management
Security – duties and responsibilities
Check security incident repott 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:
a. House rules
b. Emergency numbers
c. Incident reports
d. Handover doc
e. Intake form
f. Checkout forms
Checking in / out of residence – Duties and responsibilities
Checking in procedures:
a. Student to receive House Rules
b. Ensure that applicant is a student (proof of registration)
c. Do walkabout with Student
d. Ensure intake form is completed correctly
e. Ensure lease agreement is correctly completed
f. Copy and attach student card (Proof of registration)
g. Register student on biometrics system
h. Room inspection report and ensure student acknowledges and sign it
i. Update occupancy list with student details
Checking out of students
a. Ensure lease agreement end date corresponds to student leaving date.
b. Complete inspection report and record any damages
c. Remove students from biometric system
d. 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
Fire regulations
Health a& safety regulations
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, ques, 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
