Student Residence Coordinator

Job Description

Student Residence Coordinator

Residence: Belpark House, Bellville

Daily administration duties & Responsibilities

1. Check in every morning with Management via email
2. Twice daily walk through the Residence inside and outside
3. Ensure handover between guards shifts are done correctly
4. Daily Meetings:
   1. Maintenance assistant
   2. Security
   3. Cleaners
5. Forward all claim reports to Management
6. Daily to lists
7. Reconcile Petty cash daily
8. Send all job cards to Management

Keep staff time registers

1. Respond to all emails and phone calls within 12 hours
2. Refer all necessary correspondence to Management
3. Ensure correct signature in all common areas
4. Refr all NSFAS bursary matters to Management
5. Keep notice boards updated
6. Arrance monthly student (RSA/House committee) meetings
7. Cc management in all correspondence with universities

End of month functions:

1. Send all paperwork to management

• Petty cash
• Pest control
• Laundry recon
• Updated furniture list
• List service
• RSA Minutes
• Residence activities

Maintenance duties and responsibilities

1. Prepare checklists: Reports with photos attached
2. Send weekly maintenance list to Management by 12:00 pm Thursdays
3. Report urgent maintenance issues to Residence Manager

Manage maintenance staff in Residence

Hygiene and Cleanliness duties and responsibilities

1. Check & upkeep daily cleanliness schedule

Check each floor/bathroom/common area twice a day

Ensure stock of detergents and order by 25 [th] of each month with cleaning company

1. Ensure quarterly pest control services and bi-annually Room services
2. Check and monitor pest infestation daily
3. Prepare a cleaning roster for Residence

Connectivity (Wi-Fi & DSTV)

Ensure Wi-fi fully operational daily

1. Ensure DSTV operational daily
2. Control and safekeeping of TV and DSTB remotes, snooker ques, boardgames and extra bed lamps
3. Report any faults/issues to management

Security – duties and responsibilities

1. Check security incident repott book daily
2. Check security night shift report daily
3. Ensure all cameras are in good working order
4. Ensure all emergency numbers are updated at security
5. Ensure Biometric system is 100% operational
6. Ensure all signs / safety notices are displayed correctly
7. Ensure all necessary lists available at security for students to signs (tokens, toilet paper, etc.)
8. Report all incidents to management
9. Ensure all students abide to the student handbook house rules
10. Investigate all incidents with camera footage

Security file with the necessary documentation:

• House rules
• Emergency numbers
• Incident reports
• Handover doc
• Intake form
• Checkout forms

Checking in / out of residence – Duties and responsibilities

1. Checking in procedures:
   • Student to receive House Rules
   • Ensure that applicant is a student (proof of registration)
   • Do walkabout with Student
   • Ensure intake form is completed correctly
   • Ensure lease agreement is correctly completed
   • Copy and attach student card (Proof of registration)
   • Register student on biometrics system
   • Room inspection report and ensure student acknowledges and sign it
   • Update occupancy list with student details
2. Checking out of students:
   • Ensure lease agreement end date corresponds to student leaving date.
   • Complete inspection report and record any damages
   • Remove students from biometric system
   • Update occupancy list with student checkout date
   • Ensure all rooms are clean and tidy
   • Perform cleaning of mattresses when needed

Statutory requirements

1. Carry out any reasonable request made by a senior member of Management
2. Be fully conversant with
   • Fire regulations
   • Health a& safety regulations
   • Emergency procedures
   Perform fire drill twice per annum

Marketing and Holiday accommodation

1. Refer all queries on Holiday accommodation to management
2. Ensure all holiday accommodation documentation are in order
3. Assist with yearly student development programs

Laundry and recreational rooms

1. Ensure adequate amount of laundry tokens are available
2. Control and monitor issuing of tokens to students
3. Contral and upkeep snooker table, ques, balls foosball, boardgames and any other company assets
4. Monitor usage and maintenance and cleanliness of laundry facilities
5. Monitor usage and maintenance and cleanliness of foosball and snooker tables

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