Housing and Conference Specialist

Job Summary: The Housing and Conference Specialist provides front desk support and customer service as the primary function of the position, and processes housing, meals, and conference activities for Research, Education and Conference groups coming to campus. This includes greeting and assisting clients, conference operations, review of revenue, review of housing applications, creation of housing/meal bookings, event set-ups/breakdowns, coordination of bill payment at the individual participant level as well as the department level, review of housing agreements, alcohol inventory, and maintenance of the dining equipment log.

This position requires some night and weekend hours to support housing and conference operations, most of which occur in March-November.

Major Duties:

• Primary responsibility: provide front desk support and customer service for the Housing, Dining and Conferences office. Serve as the initial point of contact for clients, vendors, and participants as they arrive to the MBL campus. These interactions include campus check-in, ID card distribution, parking sticker distribution, and questions regarding building access.
• Answer and direct calls through the switchboard.
• Listens to and works to resolve all customer concerns/complaints.
• Communicate with security staff daily regarding items such as front desk activities (check ins/check outs), parking concerns, or assistance with client needs.
• Oversee key inventory for housing facilities and laboratories. Request replacement keys as needed.
• Utilizing housing software system assists with reviewing/assigning housing/meals based on prescribed tiered housing categories, pet friendly housing assignments, lab specific cottage housing assignments and their appropriate rate categories.
• Assist Conference services with the support of internal and external clients. This includes interacting with conference organizers, checking event set-ups, setting up tables, checking on catering, assisting with AV troubleshooting and hybrid meeting software support.
• Analysis and Administrative Office responsibilities:
  • Daily cash box review
  • Daily tasks include processing check ins and check outs, running and verifying accuracy of pre-arrival report, maintain key report, follow-up on missing keys
  • Maintain office supply inventory. Review/maintain office equipment including copier, ID card printers. Order supplies as needed or requested.
  • Create purchase orders and manage billing, payments, tracking, and receiving in NetSuite; organize and maintain paper and electronic files, reports, and databases; run department expense and revenue reports; analyze course survey data and create and update graphsRecords Dining Services revenue and expenses and proactively develops new analyses and reports to provide insight and to assist management in making business decisions.
• Maintain the alcohol inventory for Dining Services: conduct regular counts, record receipts and usage, reconcile discrepancies, and keep inventory records current and secure .

• Maintain the dining equipment log: record equipment issued, returned, damaged, or in need of repair, and report issues to the appropriate Dining Services.
• Assist with emergencies. Contact appropriate personnel and write incident reports as needed.
• Serve as Category II Essential Personnel during emergencies. Expected to be available to prepare for a storm and take steps to restore normal operations as soon as possible after an event, performing relief and clean-up duties.
• Perform other duties as required and/or assigned.

Skills Required:

• Minimum of intermediate level computer skills preferably with Windows and Microsoft Office programs and web-based applications.
• Excellent customer service skills, including the ability to solve problems and resolve conflict effectively.
• Excellent organizational and clerical skills.
• Troubleshoot office technology including copy machines, phones, and printers.
• Self-motivated, flexible, and able to communicate effectively with diverse populations.
• Ability to manage multiple priorities and work independently.

PHYSICAL REQUIREMENTS:

• The working environment for this position requires the use of a keyboard and the visual acuity to perform manual file searches.
• Physical effort requires walking, stooping, and bending, standing, climbing, or descending multiple flights of stairs on occasion.
• Sit in an upright chair for clerical duties and using a computer.
• Ability to lift up to 30 lbs and stand for long periods of time as necessary.
• Work environment is traditionally an office environment but might encounter discomfort to less than optimal temperatures.

Education/Experience:

Bachelor’s degree desired plus a minimum of 4 years customer service experience or equivalent. Related years of experience can be substituted for the degree. Previous experience working as an effective member in a team environment .