| Job Description: |
Management of guest and intern housing operations
- Ensure comprehensive guest services including but not limited to processing of advanced reservations for individuals and groups, check-in/out, and collection of payments
- Prepare materials and coordinate pre/post reservation walkthroughs, check-in/out process, review of policies and procedures and respond to clients’ needs
- Organize and conduct space tours and site visits with clients
- Survey all apartments/housing ensuring appropriate inventory of supplies, furnishings, linen requirement and upgrades for spaces
- Coordinate orders of supplies as needed to refresh or replenish items in guest or conference housing
- Lead coordination efforts with internal units to facilitate the timely preparation and turnover of spaces
- Manage occupancy for short-term and long-term reservable spaces
- Determine summer occupancy for various departmental reservable spaces
- Coordinate with the UF Compliance and Ethics to ensure compliance for all youth-oriented programming, conferences, and services
Event Services and reservable space management
- Oversee reservation workflows for events and reservable spaces, including advanced bookings, arrival/departure procedures, and payment processing
- Responsible coordinating and planning event logistics for clients using spaces within Housing and Residence Life including but not limited to: conducting site visits, coordinating access, food service and parking, and other support services for conferences and workshops
- Conduct weekly space inventory ensuring all equipment, technology, and furnishings are present and in good condition; maintain inventory logs; ensure organization and cleanliness of all storage spaces
- Lead coordination efforts with internal units to facilitate timely turnover of spaces
- Coordinate billing for reservable spaces and events, including issuing invoices and timely payment from clients
- Responsible for on-site event management for designated events: manage crowd control procedures; monitor maximum room capacity requirements ensuring maximum capacity is not exceeded; interpret and ensure compliance with university/department policies as needed; implement emergency action procedures as needed
Responsible for general office and administrative functions
- Responsible for using computer-based software to provide comprehensive event services such as determining space availability, creating space reservations, coordinating equipment needs, housing reservations for groups, and invoicing.
- Manage and maintain occupancy management for various spaces with Housing & Residence Life
- Communicate actively with clients regarding guest housing, summer conferences, and event bookings
- Review event related documents submitted by designated organization sponsor; approve, deny, or request modification to documents based on applicable guidelines and other relevant considerations
- Prepare agreements for summer conferences, event spaces, and guest housing
- Maintain templates for agreements, confirmations, invoices, proposals
- Responsible for client billing, payment of vendors’ invoices, dispute resolutions with clients and vendors, and confirmation of vendor services.
- Ensure appropriate record keeping of occupancy, expenses, income, revenue projections and other financial related functions
- Prepare and analyze reports, review conference group and client history, and analyze economic and industry trends and environment
- Collaborate with departmental marketing and strategic communications to create and ensure standardized communications and marketing materials are current and aligned with the department needs
- Serve in a weekly after hours on call rotation to respond to emergencies and crisis situations for conference services programs
Management of student staff for scheduled conferences and events including on-site event management as required
- Provide leadership in establishing goals, work priorities, and outcomes
- Supervise staff and manage administrative functions including Human Resource compliance, payroll approval, and performance review processes.
- Plan and manage the staff at large-scale event operations including establishing work priorities and workflow; develop goals relevant to the area and provide direction and leadership for goal accomplishment.
- Plan and implement job training programs for employees on operation, safety, crowd control, customer service, and related topics
- Establish and implement comprehensive policies and operational procedures for work quality standards for event staff
- Provide on-site event management for large scale events and conferences, as required
Develop reports, handle special projects, tasks, and other duties as assigned
- Serve on Division of Student Life or University of Florida committees as needed
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| Preferred: |
KNOWLEDGE
- Bachelor’s degree in business administration, event management, hospitality management, or equivalent
- Three (3) years of experience with conference service operations, event management, or hospitality management
- Knowledge of occupancy management and managing multiple reservations at one time
- Demonstrated knowledge of event planning, logistics, and on-site event management
- Knowledge of UF campus facilities, space reservation policies and procedures
SKILLS
- Strong written and verbal communication skills, demonstrated customer service experience, and the ability to create and present to groups of varying sizes
- Demonstrated proficiency with computers and basic software applications (e.g. Microsoft Word, Excel, PowerPoint, and Outlook)
- Experience with Event Management software
ABILITIES
- Ability to manage and provide supervision to student staff
- Ability to remain organized and organize processes
- Ability to work collaboratively with team, clients, and vendors
- Demonstrated ability to handle high volume of detail work with accuracy and handle multiple projects or tasks simultaneously
- Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
- Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
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