UBC Job Opportunities – Housing and Hospitality Assistant

Job Description:

The Housing & Hospitality Assistant supports Student Housing and Hospitality Services (SHHS) which includes Student Housing, Maintenance, Residence Life and Conferences & Accommodation operations and acts as a first point of contact for all departments within SHHS. The Housing and Hospitality Assistant has broad understanding of the cyclical operations for both Student Housing and Conferences and Accommodation. In addition to the day to day responsibilities of the front desk the duties and environment vary according to the time of year. Staff are required to work a variety of shifts, which include evenings, overnights and weekends. Student Housing and Hospitality Services is open 24/7.

Job Responsibilities:

• Maintains knowledge on the mail parcel system and provides back up support for mail handling and delivery when needed. Maintains procedures for mail room and lost and found.
• Uses judgement to determine the best course of action for conference guest refunds and/or negotiate non rack rates to sell guest rooms working within defined parameters.
• Processes refund requests for vending contracts across campus.
• Reconciles and reports cash, cheques, debit and credit transactions for all payments collected as well as processes journal vouchers and online cash reports though the financial management systems.
• On occasion, may be required to provide general tours of residence rooms.
• Updates door and user information in the electronic lock system. Troubleshoots problems with access to buildings, rooms and access levels.
• Ensures all incoming guest reservations have been allocated appropriate room assignments, by monitoring online reservation system, email, phone and OTA reservations.
• Maintains, and recommends updates and changes to the front office manuals, training materials, and departmental policies and procedures.
• Reads and troubleshoots daily incident reports, shift reports, and communication logs to resolve identified issues. Will take appropriate steps and/or refers to manager or appropriate SHHS department for follow up.
• Expected to have knowledge and understanding of the Student Housing Residence Contract. Provides information on the housing application process, meal plan options, room types and cancellation policies.
• Balances department cash floats.
• Ensures reconciliation for Online Travel Agent (OTA) accommodation for commission based transactions are accurate. Follows up on discrepancies and makes reservation corrections.
• Uses tact and discretion when resolving student and guest concerns. Assesses appropriate level of action to take on matters such as; customer service complaints, determining guest room refunds, lock outs, maintenance situations, electronic key and meal card concerns.
• Takes payments, posts payments and minor charges and ensures the accuracy of transactions for housing fees, student meal plans and conference guest accounts.
• Exercises good judgement when making short term decisions for students and conference guests independently using predetermined and well established procedures.
• Checks financial balances for accuracy and investigates account discrepancies. Corrects accounts in the case of incorrect financial posting.

Job Requirements:

• Ability to complete a satisfactory criminal record check
• May be required to lift or carry up to approximately 20 lbs.
• Staff are required to work a variety of shifts, which include evenings, overnights and weekends. Student Housing and Hospitality Services is open 24/7.
• Completion of grade 12 or equivalent and graduation from a one (1) year post-secondary program; three (3) years of related experience, or an equivalent combination of education and experience.
• Demonstrated ability to demonstrate accuracy and attention to detail.
• Valid driver’s license is required.
• Intermediate level of computer proficiency and Microsoft office applications.
• Demonstrated ability to exercise confidentiality, sensitivity and tact.
• Demonstrated customer service skills and ability to communicate effectively through oral, written and interpersonal means.
• Demonstrated ability to multi-task and prioritize workload to meet deadlines is essential.
• Proven experience working with cash systems, cash balancing and ability to understand basic accounting.
• Demonstrated ability to work both independently and within a team environment.
• Experience working in a university or hotel environment is an asset.
• Demonstrated ability to use good judgement and solve problems.

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Kelowna, BC, CA

Application Deadline: N/A

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