Housing and Conference Specialist

Marine Biological Laboratory•Falmouth, MA

12h•$23 - $30

About The Position

The Housing and Conference Specialist provides front desk support and customer service for the Housing, Dining and Conferences office, serving as the primary point of contact for clients, vendors, and participants arriving on campus. The position processes housing, meal, and conference activities for Research, Education, and Conference groups, including check-ins, ID cards, parking stickers, building-access questions, housing and meal bookings, event support, billing coordination, and review of housing agreements. The role also handles administrative and analytical work, including cash-box reviews, reports, purchase orders, billing and payment tracking, file and database maintenance, expense and revenue reporting, and analysis of course survey data. Additional duties include maintaining alcohol inventory and dining equipment records, coordinating with security and other personnel, and assisting with emergencies. Some night and weekend work is required to support housing and conference operations, most of which occur from March through November. The position serves as Category II Essential Personnel during emergencies and may be expected to help prepare for storms and restore normal operations afterward.

Requirements

Intermediate computer skills, preferably with Windows, 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.
Ability to troubleshoot office technology, including copy machines, phones, and printers.
Self-motivated and flexible, with the ability to communicate effectively with diverse populations.
Ability to manage multiple priorities and work independently.
Bachelor’s degree desired, plus a minimum of four years of customer service experience, or equivalent; related years of experience may be substituted for the degree.
Previous experience working effectively as a member of a team.
Ability to work some nights and weekends to support housing and conference operations.
Ability to lift up to 30 pounds and stand for long periods as necessary.

Nice To Haves

Bachelor’s degree.

Responsibilities

Provide front desk support and customer service for the Housing, Dining and Conferences office and serve as the initial point of contact for clients, vendors, and participants.
Support campus arrivals by handling check-ins, distributing ID cards and parking stickers, and answering building-access questions.
Answer and direct calls through the switchboard and work to resolve customer concerns and complaints.
Communicate daily with security staff about front desk activities, parking concerns, and client needs.
Oversee key inventory for housing facilities and laboratories and request replacement keys as needed.
Use the housing software system to review and assign housing and meals according to tiered housing categories, pet-friendly assignments, lab-specific cottage assignments, and applicable rates.
Support internal and external conference clients by coordinating with organizers, checking event setups, setting up tables, checking catering, and assisting with AV troubleshooting and hybrid meeting software.
Review the daily cash box and process check-ins and check-outs.
Run and verify the pre-arrival report, maintain the key report, and follow up on missing keys.
Maintain office supply inventory and review and maintain office equipment, including copiers and 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; and analyze course survey data and create or update graphs.
Record Dining Services revenue and expenses and develop analyses and reports to support management business decisions.
Maintain the Dining Services alcohol inventory by conducting counts, recording receipts and usage, reconciling discrepancies, and keeping records current and secure.
Maintain the dining equipment log by recording items issued, returned, damaged, or needing repair, and report issues to Dining Services.
Assist with emergencies, contact appropriate personnel, and write incident reports as needed.
Serve as Category II Essential Personnel during emergencies, including storm preparation, relief, cleanup, and helping restore normal operations.
Perform other duties as required or assigned.