Housing and Conference Specialist

MBL•Woods Hole, MA

1d•Onsite

About The Position

The Housing and Conference Specialist provides front desk support and customer service for the Housing, Dining and Conferences office and processes housing, meals, and conference activities for Research, Education and Conference groups visiting campus. The role is the initial point of contact for clients, vendors, and participants, assisting with check-in, ID cards, parking stickers, building access, calls, and customer concerns. It also supports housing assignments and bookings, conference operations, event setup and breakdown, participant and departmental billing, housing agreements, and Dining Services inventory and records. Administrative duties include reviewing cash transactions and reports, processing check-ins and check-outs, maintaining key and office-supply records, ordering supplies, managing purchase orders and billing in NetSuite, maintaining files and databases, and preparing expense and revenue reports. The specialist reviews Dining Services revenue and expenses, develops analyses and reports, maintains alcohol inventory, and tracks dining equipment. The position includes some night and weekend hours to support housing and conference operations, most of which take place from March through November. The employee serves as Category II Essential Personnel during emergencies and is expected to assist with storm preparation, restoration of normal operations, relief, and cleanup.

Requirements

Intermediate-level 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, flexible, and able 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 substitute for the degree.
Previous experience working effectively as a member of a team.
Ability to work some nights and weekends.
Ability to perform the stated physical activities, including lifting up to 30 pounds and standing 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.
Serve as the initial point of contact for clients, vendors, and participants arriving on campus.
Assist with campus check-in, ID card distribution, parking stickers, and 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 housing-facility and laboratory key inventory, request replacement keys, maintain key reports, and follow up on missing keys.
Use the housing software system to review and assign housing and meals based on prescribed categories, including pet-friendly and lab-specific cottage assignments and applicable rates.
Support internal and external conference clients, interact with organizers, check event setups, set up tables, check on catering, and assist with AV troubleshooting and hybrid meeting software.
Review the daily cash box and process housing check-ins and check-outs.
Run and verify pre-arrival reports.
Maintain office-supply inventory and review and maintain office equipment, including copiers and ID card printers; order supplies as needed.
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, analyze course survey data, and create and update graphs.
Record Dining Services revenue and expenses and develop analyses and reports to support management decisions.
Maintain Dining Services alcohol inventory by conducting counts, recording receipts and usage, reconciling discrepancies, and keeping records current and secure.
Maintain the dining equipment log and report equipment issues to the appropriate Dining Services personnel.
Assist with emergencies, contact appropriate personnel, and write incident reports as needed.
Serve as Category II Essential Personnel during emergencies; assist with storm preparation, restoration of normal operations, relief, and cleanup.
Perform other duties as required or assigned.