Senior Regional Coordinator | Houston Regional Office

Job Summary

The Senior Regional Coordinator is responsible for coordinating information among property management and facilities under the direction of the Regional Vice President, District Managers, Regional Facility Director and Regional Facility Manager. This individual will perform complex administrative work for the Regional Vice President, Regional Managers, District Managers, Regional Facility Director and Regional Facility Manager. This position supports and enhances the capacity of the Vice President and Facility Director to fulfill their responsibilities and to meet the expectations of the region. Overall daily task and job duties will be shared between Management Operations and Facility Services. Time sharing should expect 35% – 50% of time be dedicated to Facility Services.

Essential Functions

• Answers the phone, provides information, and receives information concerning matters involving the region
• Directs escalated resident issues to proper manager and assists in resolving resident problems via telephone and email
• Maintains a regional calendar and assures that complete information is available on all matters
• Purchases office supplies for the regional office, processes office and regional invoices, and submits to accounting department
• Establishes and maintains a variety of files and records, including vendor files and on-site associate personnel files
• Maintains control files of matters in progress and follows up to ensure that pending issues are completed
• Conducts research and gathers information in support of the supervisor’s decision-making responsibilities
• Directs specific departmental projects as assigned
• Initiates and maintains reports and surveys as requested
• Records and completes minutes of meetings as assigned
• Completes routine clerical functions within established time frames
• Composes and prepares routine correspondence for signature
• Independently prepares recurring reports for signature
• Submits required paperwork to proper regional and corporate departments
• Maintains a calendar for the vice president and assures that complete information is available on all matters
• Makes travel arrangements for the vice president and other regional employees
• Prepares expense reports for the vice president and other regional employees as directed
• Coordinates appointments, meetings, seminars, training classes, planning sessions, special events, and communications for region
• Coordinates regional hiring and staffing by distributing and processing candidates’ application paperwork and forwarding to available positions in region; and then assuring that complete new hire packets are submitted to corporate
• Responsible for Mentor Program Coordination
• Conducts New Hire Orientation for Onsite staff as needed
• Collects and reviews monthly bonuses; obtains approvals and forwards to Payroll
• Works in tandem with District Managers to provide New Hire Orientation for CM’s as needed
• Act as liaison between REI, Development and Operations; compile Market Surveys and Competitor Analysis
• Completes Time and Attendance for District Coordinators and/or other hourly personnel
• Prepare and/or review Quarterly DM Bonus Worksheets for accuracy and submission to payroll
• Prepare and/or review P-Card statements for accuracy and submission to RVP for approval
• Accepts changes in assignments or responsibilities.
• Monitors and reports variances for Regional Office Operating Budgets.
• Responsible for creating, monitoring and balancing Annual Operating Budgets
• Responsible for tracking and monitoring AMO Office Certification and any/all Brokers licenses
• Enhances and presents a positive image of the company and a professional manner toward employees, staff and the public
• Perform all other duties as assigned by supervisor

Requirements

• Prepare capital and deductible reserve contract and change orders documents for approval in DocuSign. Contract types are Abbreviated, Short form and Long form.
• Organize and maintain contract document files for a duration of time required by the company.
• Track signed approvals and ensure all designated parties receive a copy of documents.
• Prepare a Sarbanes Oxley (SOX) form on a monthly basis for approval by Facility Director.
• Be aware that the number of contracts to be drafted varies on a seasonal basis.
• Assist with input of funds and descriptions into capex budgets on an annual basis.
• Be able to generate Oracle capex financials and find invoices in TAP monthly and sometimes more frequently if requested by Facility Director or Facility Manager.
• Makes travel arrangements for the Facility Director and Manager.
• Assist with preparation of annual budgets and linked roll-up spreadsheets.
• Assist with preparation of summaries for special approval request, capex and deductible reserve projects and other related programs.
• Assist Facility Director with preparing and updating quarterly capital budget reforecast projections.
• Execute, send and save Facility Management fee draws for applicable capex projects on FUND-JV communities.
• Assist with gathering documents requested by Internal Audit Department.
• Assist with drafting one and five-year proforma budgets during a property acquisition.
• Gather, track and save info as required on the new property acquisition O&M warranty and document checklist.

And here’s the fine print HR wants you to know:

• Job is intermittently sedentary but requires mobility (i.e., climb stairs)
• Will use some repetitive motion of hand-wrist in using computer and writing
• Works in a typical office setting
• Emotional stability and personal maturity are important attributes in this position
• Must handle stressful, urgent, novel and diverse work situations on a daily basis
• May require long hours and odd schedules (including weekends)
• Position requires periodic travel by automobile to handle work-related activities
• May require airline travel, out-of-town and /or overnight trips
• Attendance and punctuality is essential for success in this position
• Hazards can be minimized with proper lifting techniques, SDS, general safety training, and wearing appropriate PPE
• Contact your HR team for the position’s Physical Demands Analysis

This job description is not an all-inclusive list of duties and responsibilities. Camden may add or change responsibilities in order to meet business and organizational needs. Employees must meet qualification standards that are job-related and consistent with business necessity and must be able to perform the essential functions of the position, with or without reasonable accommodations.

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