Housing Coordinator

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Position Title: Housing Coordinator
Supervisor's Title: Chief Operating Officer
Effective Date: Immediately
Salary Schedule: Depends on experience and qualifications
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POSITION DUTIES AND RESPONSIBILITIES

The Housing Coordinator is the primary point of contact for all faculty housing operations, administration, and strategic planning. This role goes beyond leasing and maintenance to include property oversight, financial and utility management, vendor and technician coordination, government liaison, policy development, and stakeholder engagement. The Housing Coordinator ensures faculty housing is well-maintained, compliant, cost-effective, and provides a seamless experience for all residents

Housing Operations & Administration

Manage faculty housing assignments, ensuring fair and efficient allocation based on availability and resident needs.
Handle lease agreements, renewals, and terminations, maintaining accurate and up-to-date records.
Maintain comprehensive housing inventory and documentation for each unit.
Serve as the face of the housing department for faculty, addressing concerns and inquiries promptly and professionally.

Property & Facility Management

Conduct frequent on-site inspections of housing units and common areas to ensure safety, cleanliness, and functionality.
Monitor critical systems such as generators, water pumps, and HVAC units; ensure preventive maintenance is scheduled and completed.
Maintain comprehensive housing inventory and documentation for each unit, including fixed assets inventory management and recording.
Ensure all safety equipment is functional and compliant.

Vendor & Technician Coordination

Receive and prioritize maintenance requests; coordinate with technicians and contractors to ensure timely resolution.
Track ongoing maintenance jobs, follow up on completion, and maintain logs of recurring issues.
Evaluate vendor and technician performance and recommend improvements where necessary.

Fuel & Utility Management

Monitor diesel/fuel supply for generators and backup systems; ensure timely refueling and maintenance.
Track electricity, water, and community utility bills; ensure accurate and timely payments.
Identify anomalies or opportunities for cost savings while maintaining service quality.

Compliance & Government Liaison

Ensure all housing units comply with municipal, safety, and legal regulations.
Coordinate with local authorities for inspections, approvals, and permits.
Maintain accurate compliance records and documentation.

Financial & Reporting Responsibilities

Track housing budgets, maintenance expenses, and utility costs.
Maintain records of leases, payments, vendor invoices, and maintenance expenditures.
Prepare reports summarizing occupancy, maintenance status, compliance, and budget utilization.

Policy Review & Strategic Planning

Review, update, and enhance housing policies and guidelines periodically.
Lead long-term projects to identify cost-effective, comfortable, and feasible housing options.
Recommend improvements to housing quality, vendor contracts, and community amenities.
Conduct market research and feasibility studies for new housing options or expansions.

End-of-Year Faculty Housing Inspections

Conduct comprehensive inspections of all faculty housing units at the end of the academic year.
Prepare detailed checklists covering maintenance, safety, cleanliness, and compliance.
Document damages, repairs required, and improvements needed, submitting reports to the Chief Operating Officer.

Stakeholder & Community Engagement

Build and maintain strong relationships with faculty residents, vendors, technicians, and landlords.
Ensure clear and timely communication regarding housing policies, maintenance updates, and
allocations.
Address cultural sensitivities and diverse expectations of an international faculty community

PREFERRED QUALIFICATIONS AND EXPERIENCE

Demonstrated lifelong learner
Bachelor’s degree in Business Administration, Facilities Management, Hospitality Management, or related field.
Minimum 5 years of experience in housing coordination, real estate operations, or facilities management. or related fields.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

Knowledge of residential property management, lease administration, and housing compliance regulations.
Ability to manage multiple housing units and vendors effectively.
Strong budgeting, accounting, and utility management skills.
Excellent communication, negotiation, and relationship-building skills.
Proactive problem-solving and decision-making ability.
Ability to work with diverse stakeholders and multicultural faculty.
Competence in using housing or facilities management software and reporting tools.
Organizational skills and attention to detail for record-keeping and reporting.