Housing Coordinator - Addison Reserve Country Club
Delray Beach, FL
About the Job
Addison Reserve Country Club is looking to hire a non-exempt Housing Coordinator to join our amazing team. This position provides varied and confidential administrative assistance to the Human Resources department and the Director of Administration. Services all the international employee needs as it pertains to housing, onboarding, employee relations, and employee record keeping
Essential Duties & Responsibilities:
Knowledge and Skill Requirements:
Physical Requirements:
Education & Work Experience Requirements:
This position description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
This position description has excluded the marginal functions of the position that are incidental to the performance of essential job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.
This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Essential Duties & Responsibilities:
- Assists with various aspects of international recruiting program including continuous updates of recruiting board and hiring needs lists, offer letters, onboarding as well as other ongoing support.
- Complete the international new hire on-boarding program to include steps of new hire process and setup of orientation day.
- Order, organize, and distribute international welcome packages.
- File and maintain international files.
- Employee relations/engagement experiences including employee celebrations, events, cultural experience trips and birthdays.
- Send a housing questionnaire to all incoming staff to gather their housing requests. Review and analyze the completed questionnaires to ensure that staff members are placed in appropriate housing units based on availability and individual preferences.
- Maintain positive relationships with the apartment complex management to ensure lease renewals.
- Prepare apartments for incoming staff, which includes managing all necessary tasks to ensure that the apartment is ready for occupancy. This involves conducting thorough inspections of furniture and housewares to check for damage, arranging for repairs or replacements as needed, setup housing essentials (e.g., furniture, kitchenware, linens), coordinating cleaning services, and physically moving or assembling items if required.
- Coordinate the move-in and move-out process for staff, which includes ensuring that staff members are informed of all move-in and move-out procedures, including any fees associated with damages, conducting inspections to assess the condition of the apartment, and overseeing the return of security deposits.
- Draft and send emails to staff to ensure they receive all necessary information and policies related to their move-in, such as gate access code, lock box code, parking and mailbox information, roommate assignments, and that they are properly oriented to the apartment complex.
- Maintain an accurate and up-to-date housing database in Excel that contains detailed information on all international staff and the housing arrangements, including move-in and move-out dates, housing requests, and furniture inventory. Regularly update and audit the spreadsheet to ensure accuracy, and provide detailed reports as needed for management
- Respond promptly to any housing-related issues that may arise and take appropriate action to resolve them.
- File maintenance requests on behalf of staff who require repairs or maintenance in their housing units.
- Conduct monthly inspections of all apartment units to ensure they are well-maintained. This includes checking for cleanliness, damage, and necessary repairs. Keep accurate records of all inspections in the housing database, and provide monthly reports to staff and.
- Document rental payments and maintain accurate and up-to-date records of all housing-related expenses, including utilities and cost of apartment furnishings
- Conduct a housing orientation for new staff members on housing procedures, policies, and proper care of apartment facilities.
- Maintain an inventory of housing-related supplies and equipment, ensuring that all necessary items are stocked and in good condition.
- Update housing guidelines as needed, ensuring that they reflect current policies.
- Handle paperwork for departing international staff, including processing termination forms, preparing recommendation letters, and advising management on each staff member’s last working day.
- Performs other related duties as required.
Knowledge and Skill Requirements:
- Must be proficient in Microsoft Excel, Publisher, Word, and Outlook.
- Must be detail-oriented
- Must be able to effectively prioritize and manage time
- Must have good listening skills.
- Requires excellent organizational skills.
- Requires good administrative skills.
- Must be able to multi-task and think quickly.
- Ability to communicate well orally and in writing.
- Ability to analyze data and prepare reports.
- Ability to understand and carry out oral and written instructions.
Physical Requirements:
- Must be able to lift, push and pull a minimum of 25 lbs.
- Must be able to sit for prolonged periods of time.
- Must be able to stand and walk for prolonged period of time.
- Must be able to walk up and down stairs.
Education & Work Experience Requirements:
- High School Diploma
- 2 years of experience in customer service, housing management, or hospitality field
- Experience in a high-volume office environment with confidentiality understanding
This position description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
This position description has excluded the marginal functions of the position that are incidental to the performance of essential job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.
This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Source : Addison Reserve Country Club
