Program Operations Coordinator

$44,000 - $46,000/Yr

The Gatehouse - Grapevine, TX

Full-time - Entry Level

Grapevine, TX

General Merchandise Retailers

About the position

The Program Operations Coordinator at The Gatehouse plays a vital role in providing administrative support to the Community Outreach Manager, Program Manager, Success Coaches, and other team members. This position focuses on executing process improvement strategies to ensure that staff and members receive the necessary support to meet documentation deadlines while also providing data auditing and analytics to meet program objectives. The ideal candidate is self-motivated, detail-oriented, and capable of working independently under minimal supervision, embodying the values of faith, love, excellence, and empowerment.

Responsibilities

• Scan and upload admissions documentation, prepare handbooks, and create client profiles in the database for new members.
• Facilitate pre-intake inspections, notifications, requests, and move-in scheduling.
• Coordinate with the Facilities department on all move-in and member exit processes.
• Provide administrative support during intake and transition processes of members.
• Facilitate all new member move-in and exit meetings.
• Monitor member assessments and notify applicable departments when assessments are overdue.
• Monitor member campus access reports and involve Success Coaches and Program Manager when necessary.
• Provide administrative support to all program staff throughout the work week as needed.
• Input accurate and complete data for all contact with Gatehouse members into the database software system.
• Conduct monthly apartment inspections to ensure health and safety standards are maintained.
• Maintain the on-call line for after-hours member needs and oversee maintenance requests from members.
• Input data and track KPIs related to the position, including member data.
• Participate in staff meetings, trainings, and company events as requested.

Requirements

• Bachelor's Degree in a related field preferred.
• A minimum of 3 years professional experience in administrative support required.
• Proficient in Microsoft Office Suite, especially Excel, and data management software.
• Demonstrated detail-orientation and excellent verbal and written communication skills.
• Ability to work flexible hours and independently with a strong focus on tasks.

Nice-to-haves

• Experience in case management or similar fields.
• Knowledge of EEO policy and diversity practices.

Benefits

• Health insurance
• Dental insurance
• Paid time off
• Vision insurance