Position Purpose

The Operations Associate will play a vital role in supporting the residence office's daily operations,

ensuring seamless coordination of administrative and logistical tasks related to hostel management.

The candidate will act as a liaison between students, the housing office, and other departments,

fostering a conducive environment for residents by addressing concerns and maintaining high

standards of service. The role also includes managing additional operational tasks as assigned,

ensuring adaptability and excellence in execution.

Key Accountabilities:

1. Administrative Support

• Manage student room allotments on Zambeel, ensuring accurate records of hostel occupancies.
• Handle hostel-related administrative tasks to support smooth operations.
• Coordinate with relevant departments to ensure compliance with housing policies and procedures.

2. Query Management

• Address hostel-related queries and concerns from students and non-students, ensuring timely and effective resolutions.
• Collaborate with various departments to resolve issues related to room allotment, fee vouchers, and other operational matters.
• Provide support in addressing general inquiries to ensure smooth functioning.

3. Operational Coordination

• Collaborate with all departments across LUMS to ensure the seamless operation of residential facilities and services.
• Facilitate event-related accommodations by coordinating with society representatives and stakeholders. · Conduct routine inspections to maintain the quality and safety of facilities.

4. Student Interaction 

• Act as a point of contact for hostel residents, offering guidance and assistance on housing matters. 
• Facilitate onboarding and check-in processes for new students and event delegates. 
• Document unresolved issues and escalate them to the Operations Lead when required. 

5. Inventory and Budget Management 

• Oversee the inventory of hostel assets, including bedding items and furniture, ensuring proper accountability.
• Manage SAP operations, including raising purchase requisitions (PRs) and coordinating procurement processes.
• Assist in budget preparation, monitoring, and effective resource allocation. 6. Reporting and Documentation
• Prepare detailed reports on hostel occupancy, damages, and overall operational status. 
• Maintain comprehensive records of incidents, maintenance requests, and policy-related matters. 

7. Service Excellence and Surveys 

• Conduct surveys to evaluate resident satisfaction and identify areas for improvement. 
• Address concerns proactively and implement enhancements to ensure high service standards. 
• Continuously review and refine operational processes to align with best practices. 

8. General Operations 

• Provide support for a broad range of operational responsibilities, including event coordination, vendor management, and handling emerging challenges. 
• Adapt to evolving requirements and contribute to the overall efficiency and effectiveness of operations.

Knowledge and Skills

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, and PowerPoint). 
• Experience with SAP systems for procurement and financial operations. 
• Ability to work both independently and collaboratively. 
• Problem-solving skills with a proactive approach to challenges.

Behaviors 

• Professionalism in handling student concerns and maintaining housing discipline. 
• Strong problem-solving skills to ensure smooth housing operations. 
• Ability to work collaboratively with different departments and teams.

Experience

1-2 years of experience in administrative or operational roles, preferably in a residential or educational environment.