Conference & Event Reservationist

University of Florida•Gainesville, FL

About The Position

This role is responsible for managing event reservations and scheduling, including determining space availability, processing reservations, reserving equipment, and creating room diagrams. The position involves reviewing and updating online reservation requests and event details within an event management system, processing cancellations, and providing high-level customer service. The role also includes conducting facility tours, preparing confirmations, and compiling billing information. Additionally, the position involves supervising and training student staff, overseeing their tasks, and assisting with training program development and evaluation. Administrative duties include distributing event diagrams, reviewing building reports, maintaining contact information, purchasing supplies, attending meetings, and preparing reports.

Requirements

Bachelor's degree and two years of relevant experience; or a high school diploma and six years of relevant experience.
Appropriate college coursework may substitute at an equivalent rate for the required experience.

Nice To Haves

Experience with event planning, scheduling, and on-site event management
Proficiency with computers and basic software applications
Planning and organizational skills
Strong interpersonal skills (communication, oral and written)
Customer service skills
Ability to handle high volume of detail work with accuracy
Handle multiple projects or tasks simultaneously
Function effectively in a fast-paced environment with frequent interruptions
Understand, interpret, and apply rules, regulations, policies, and procedures
Work collaboratively with team, clients, and vendors

Responsibilities

Determine space availability, process event reservations, reserve equipment, and create room diagrams based on customer needs using the event management system.
Review, interpret, enter, and update online reservation requests and event details, including event diagrams, within the reservation system.
Process reservation cancellations and no shows and complete required follow-up procedures.
Provide a high level of customer service in all interactions.
Respond to customer inquiries by telephone, email, and in person.
Conduct facility tours for prospective clients.
Prepare and distribute event reservation confirmations.
Review reservation requests and event permits for accuracy and policy compliance.
Compile, review, and process billing for event reservations, ensuring accuracy in rate plans and applicable fees.
Recruit, train, supervise, and evaluate student staff.
Complete student employee timekeeping and approval processes.
Provide oversight and direction to student staff processing reservation requests, updating reservation details, and providing customer support.
Assist with the development and maintenance of student staff training materials and training programs.
Evaluate the effectiveness of training programs and recommend improvements.
Provide coaching, redirection, and retraining to student staff as needed.
Distribute event diagrams and room setup information to support service partners, including Productions, Catering, and Building Management.
Review Building Reports and follow up with clients and campus partners as needed.
Maintain organization contact information within the reservation system.
Purchase office supplies and equipment for Event Services and Event Operations, including preparing shopping carts, submitting purchase orders, and ensuring proper account coding.
Attend meetings to communicate and receive information relevant to the Office of Event Services.
Develop reports, handle special projects, and other duties as assigned.