Housing & Hospitality Assistant

Workers – Union

Job Class
BCGEU Okanagan Help Workers

Job Profile
BCGEU OK Salaried – Clerk V

Job Title
Housing & Hospitality Assistant

Division
UBCO Lodging Housing and Conferences Entrance Workplace Operations

Compensation Vary
$3,976.00 – $4,558.00 CAD Month-to-month

Posting Finish Date
February 10, 2024

Word: Purposes might be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

The UBC Okanagan (Kelowna, BC) Housing & Hospitality Assistants work quite a lot of shifts to assist a 24/7 operation of the Pupil Housing & Hospitality Companies Entrance Desk. This half time place is predicted to work in a single day Sunday – Tuesday from 10pm to 7:15am and should be keen to fill extra vacancies, together with days, evenings and weekends as wanted. This place qualifies for UBC’s full intensive advantages bundle, together with prolonged well being, dental, and pension profit plans.  

At UBC, we imagine that attracting and sustaining a various workforce is essential to the profitable pursuit of excellence in analysis, innovation, and studying for all college, workers and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy variety to UBC as a office, and creates the mandatory circumstances for a rewarding profession. 

Job/Place Abstract:

The Housing & Hospitality Assistant helps Pupil Housing and Hospitality Companies (SHHS) which incorporates Pupil Housing, Upkeep, Residence Life and Conferences & Lodging operations and acts as a primary level of contact for all departments inside SHHS. The Housing and Hospitality Assistant has broad understanding of the cyclical operations for each Pupil Housing and Conferences and Lodging.  Along with the day after day tasks of the entrance desk the duties and surroundings differ based on the time of yr. Workers are required to work quite a lot of shifts, which embody evenings, overnights and weekends. Pupil Housing and Hospitality Companies is open 24/7.

Organizational Standing:
 

The Housing & Hospitality Assistant reviews to the Entrance Workplace Supervisor, Pupil Housing and Hospitality Companies. Workers will work together with all members of SHHS in addition to inside and exterior visitors. Housing and Hospitality Assistants will practice seasonal BCGEU workers and half time pupil appointments all year long.  The place will delegate and observe up on common entrance desk duties.  

Main Obligations:

FINANCIAL

• Takes funds, posts funds and minor prices and ensures the accuracy of transactions for housing charges, pupil meal plans and convention visitor accounts.  
• Reconciles and reviews money, cheques, debit and credit score transactions for all funds collected in addition to processes journal vouchers and on-line money reviews although the monetary administration techniques.
• Checks monetary balances for accuracy and investigates account discrepancies.  Corrects accounts within the case of incorrect monetary posting.
• Balances division money floats.
• Processes refund requests for merchandising contracts throughout campus.
• Ensures reconciliation for On-line Journey Agent (OTA) lodging for fee primarily based transactions are correct.  Follows up on discrepancies and makes reservation corrections.
• Makes use of judgement to find out the most effective plan of action for convention visitor refunds and/or negotiate non rack charges to promote visitor rooms working inside outlined parameters.

Buyer Service/COMMUNICATION

• Ensures superior customer support for all guests of Pupil Housing and Hospitality Companies.
• Offers pupil and convention visitor check-in and check-out companies.   
• Advises and recommends applicable service choices related to the inquiry for housing, meal plan, and visitor lodging companies by e-mail, cellphone and in particular person.
• Anticipated to have data and understanding of the Pupil Housing Residence Contract. Offers info on the housing software course of, meal plan choices, room sorts and cancellation insurance policies.
• Makes use of tact and discretion when resolving pupil and visitor considerations.  Assesses applicable stage of motion to tackle issues equivalent to; customer support complaints, figuring out visitor room refunds, lock outs, upkeep conditions, digital key and meal card considerations.
• Reads and troubleshoots day by day incident reviews, shift reviews, and communication logs to resolve recognized points. Will take applicable steps and/or refers to supervisor or applicable SHHS division for observe up.
• Maintains, and recommends updates and adjustments to the entrance workplace manuals, coaching supplies, and departmental insurance policies and procedures.
• Workouts good judgement when making brief time period selections for college kids and convention visitors independently utilizing predetermined and properly established procedures.
   

Administrative duties

• Maintains residence constructing key stock and reconciles day by day, signing out keys and following up on unreturned keys. 
• Prepares key packages for college kids and convention visitors.
• Enters information associated to visitor reservations, misplaced and located, work orders, verifying time sheets and pupil parcels.
• Updates door and consumer info within the digital lock system. Troubleshoots issues with entry to buildings, rooms and entry ranges.

• Occasionally, could also be required to offer common excursions of residence rooms.
• Maintains data on the mail parcel system and offers again up assist for mail dealing with and supply when wanted. Maintains procedures for mail room and misplaced and located.
• Ensures all incoming visitor reservations have been allotted applicable room assignments, by monitoring on-line reservation system, e-mail, cellphone and OTA reservations.
• Checks to make sure day by day housekeeping report is ready with detailed accuracy every day.  Updates room standing for pupil/visitor associated rooms.  Might be required to observe up with housekeeping each day to make sure applicable service is accomplished.
• Schedules pupil conferences with the Residence life administration workforce. Ensures that each one communication and appointments are correct.

STAFF Coaching AND SUPPORT

• Assists with coaching for brand spanking new and returning workers by presenting work associated classes in using departmental know-how, workplace tools, customer support, SHHS insurance policies, procedures and companies as they relate to the entrance desk tasks.
• Throughout the convention season (Could-August) acts as a second level of contact on the entrance desk, offering steering and assist for seasonal BCGEU workers with the day after day interactions on the entrance desk.  Delegates and follows up with seasonal BCGEU workers to make sure completion of duties. 
• Performs different duties as required.

Consequence of Errors/Judgement:
 

Should train sound judgement, choice making and tact primarily based on departmental insurance policies, procedures and tips.  Initiative is required for deciphering and adapting these tips, and offering choices to be able to create passable outcomes.  Errors and omissions might be recognized by monitoring of system info, monetary discrepancies or buyer suggestions.  Issues of extra-ordinary nature could be referred to the supervisor.  Errors or incorrect selections might lead to compromising the protection and safety for college kids, workers and visitors, misplaced monetary alternatives, negatively affect the coed expertise and/or might be dangerous to the status of companies supplied by UBC.

Supervision Obtained:
 

This place is supervised by the Entrance Workplace Supervisor and is predicted to work independently setting work priorities to handle deadlines. 

Supervision Given:
 

This place assists with coaching and delegates work for 13 seasonal BCGEU workers (Could – August) and 6 half time pupil appointments (September – April). The Assignments are lined by well-defined strategies and procedures.

Schooling/{Qualifications}:

• Completion of grade 12 or equal and commencement from a one (1) yr post-secondary program; three (3) years of associated expertise, or an equal mixture of schooling and expertise.
• Expertise working in a college or lodge surroundings is an asset.

• Confirmed expertise working with money techniques, money balancing and talent to know fundamental accounting.
• Intermediate stage of pc proficiency and Microsoft workplace purposes.
• Demonstrated means to multi-task and prioritize workload to satisfy deadlines is crucial.
• Demonstrated customer support expertise and talent to speak successfully by way of oral, written and interpersonal means.
• Demonstrated means to display accuracy and a spotlight to element.
• Demonstrated means to make use of good judgement and remedy issues.
• Demonstrated means to work each independently and inside a workforce surroundings.
• Demonstrated means to train confidentiality, sensitivity and tact.
• Could also be required to elevate or carry as much as roughly 20 lbs.
• Workers are required to work quite a lot of shifts, which embody evenings, overnights and weekends. Pupil Housing and Hospitality Companies is open 24/7.
• Potential to finish a passable felony document verify
• Legitimate driver’s license is required.