Reservations Coordinator (Limited Appointment)

UCLA Fielding•Los Angeles, CA

1d•Onsite

About The Position

Associated Students UCLA (ASUCLA) is a student-centered organization providing services, programs, and facilities to the UCLA community. ASUCLA has evolved into a four-part organization including the Undergraduate Students Association, Graduate Students Association, Student Media, and Services & Enterprises. The Reservations Coordinator (RC) position, under the direction of the Interim Event Operations Manager, is responsible for the end-to-end management of the reservation process for ASUCLA Event Services-managed event and meeting spaces. This role involves client intake, managing the reservation lifecycle, ensuring data accuracy in event management systems, coordinating room assignments, and overseeing financial accountability and policy compliance. The RC also supervises and trains part-time student staff, tracks reservation metrics, and contributes to continuous improvement of services.

Requirements

Requires 1+ years related experience in administration, reservations or event coordination in a high-volume office.
Experience must demonstrate exceptional project management skills.
Ability to successfully manage production timelines.
Ability to manage diverse teams of onsite staff.
Strong interpersonal and relationship building skills.
Ability to work efficiently and independently in a fast-paced, dynamic environment under tight deadlines.
Solid verbal and written communication skills.
Effective customer service skills with strong organizational and time management skills.
Proficiency in Microsoft Office (i.e. Outlook, PowerPoint, Word, and Excel), and Adobe Products.
Ability to learn additional required business systems as needed.
Industry related BA/BS or the equivalent combination of education and experience is required.
Fingerprinting Background Verification required.

Nice To Haves

Familiarity with the UCLA campus is preferred.
Self-motivated, outgoing, positive attitude, personable and customer-focus oriented.
Personal drive seeking to develop self and others.
Exercise a high degree of initiative and professionalism.
Creative, out of the box thinker with an ability to pro-actively anticipate obstacles and create solutions.
Resilient working in an environment where you wear 'multiple hats' and multi task.
Thrives in working effectively with team members and relishes a diverse work environment.
Detailed and resourceful.
Able to react quickly and with grace to deviations in plans.

Responsibilities

Serves as the primary point of contact for reservation inquiries and client communication, managing the reservation lifecycle from inquiry to EOL approval.
Oversees and ensures accurate intake of all client requests, including the creation and maintenance of complete and accurate client profiles within the event management system.
Ensures timely responses and high-quality customer standards, escalating complex or high-risk requests as appropriate.
Works closely with the Event Services team, internal departments, and clients to ensure seamless coordination and delivery of services.
Hires and trains part-time reservationists, providing leadership, motivation, direction, and support to the team.
Maintains accurate records of all reservations and ensures data accuracy and integrity within EMS and related systems.
Implements quality control checks and coordinates room assignments and scheduling to maximize space utilization.
Works closely with the Event Management team and prospective clients to maintain records of client needs (setup, equipment, staffing) and keep accurate inventory in software programs.
Initiates the EOL process for all clients, monitors EOL submissions for delays or pending approvals through final event authorization, and communicates authorized signatories for Registered Campus Organizations to the team.
Oversees the coordination and execution of the quarterly Meeting Room Lottery for Registered Campus Organizations.
Maintains accurate inventory of event resources within reservation systems.
Ensures accurate application of pricing tiers and responsible party designation at intake, verifying the correct responsible party for billing.
Provides support to the Division Accountant by distributing required documentation to clients and assisting with follow-up communications.
Ensures all reservations comply with ASUCLA, UCLA, and UC Regental policies, verifying required documentation, approvals, and risk requirements are completed.
Monitors adherence to space usage policies and event guidelines.
Supervises, trains, and supports student reservation staff on department policies and procedures, including event management systems.
Develops and manages staff schedules and provides ongoing coaching and performance feedback.
Represents the Division in meetings on behalf of the Interim Event Operations Manager or leadership, as needed.
Provides support across the Division and undertakes special projects as assigned.
Serves as backup support for the Event Coordinator, ensuring continuity of operations in their absence.
Tracks reservation metrics, space utilization, and client trends.
Analyzes data to inform operational improvements.
Disseminates and maintains post-event evaluations and feedback reporting to inform service improvements.
Reviews daily Building Manager and Event Management logs to ensure compliance and identify operational issues.