Verified Job
Receptionist
Conference Assistant/Front Desk Receptionist- job post Lakehead University
Receptionist
#797428
Remote / WFH
Lakehead University
Job Description
Full job description
Under the supervision and guidance of the Catering & Conference Services Manager, conference associates will take daily direction and event information from the Conference Coordinators. Their main task is to act as a ‘runner’ for event clients (on-call for events, signage, set ups, av support etc.) and to support the hotel operation (Front Desk coverage for check in & check outs, room inspections and turnover support etc.)
Specific duties include: Event Support 40%
- Assist with organizing many aspects of client events such as checking on room set-ups, locking and unlocking of doors, confirming catering delivery, signage distribution (creation, pick-up, distribution, take-down), distributing parking passes, checking on work orders, and setting up audio visual equipment. For multi-day conference groups, added tasks include ensuring accommodations are ready, welcome kits are delivered and check-in packages are ready on time.
- During an event day, the CA would be on-call to assist with any issues that may arise
- Check in with clients on a regular basis during their event
- Call-ins from clients may include pick ups from various city businesses, assistance with AV equipment, changes to room set ups, additional equipment needs (ie. Flipcharts) or questions about University facilities, amenities or food services
- CA’s are required to monitor their time, prioritize tasks as they arise and pull in other staff members for support
Hotel & Group Accommodations 40%
- Cover Front Desk Shifts (Weekends, Holidays, Unexpected Absences); respond to emails with hotel or university information, confirming reservations, conducting check in & check out procedures, taking payments and offering advice, information, & directions to guests; “Open-Shift” and “Close-Shift” cash balancing responsibilities and procedures daily as directed by the Conference Coordinators or Manager
- Conduct Inspections as assigned by Conference Coordinators or Manager for hotel operations or group stays
(May to Aug) - Submit deficiencies from inspections to the Conference Associate Lead
- Regular rounds of year-round accommodations spaces; communicate deficiencies in public areas
- Regular rounds of summer hotel operations & overnight group areas; communicate deficiencies
Summer Operation: Midnight ‘On Call’ Overnight Shift rotation (2 to 3 per week)
Communication 10%
- Review events and complete shift summaries daily (CA Communication Board, Event Calendar, Daily Update, Daily To Do List)
Other Related Duties 10%
Under the supervision and guidance of the Catering & Conference Services Manager, conference associates will take daily direction and event information from the Conference Coordinators. Their main task is to act as a ‘runner’ for event clients (on-call for events, signage, set ups, av support etc.) and to support the hotel operation (Front Desk coverage for check in & check outs, room inspections and turnover support etc.)
Specific duties include: Event Support 40%
- Assist with organizing many aspects of client events such as checking on room set-ups, locking and unlocking of doors, confirming catering delivery, signage distribution (creation, pick-up, distribution, take-down), distributing parking passes, checking on work orders, and setting up audio visual equipment. For multi-day conference groups, added tasks include ensuring accommodations are ready, welcome kits are delivered and check-in packages are ready on time.
- During an event day, the CA would be on-call to assist with any issues that may arise
- Check in with clients on a regular basis during their event
- Call-ins from clients may include pick ups from various city businesses, assistance with AV equipment, changes to room set ups, additional equipment needs (ie. Flipcharts) or questions about University facilities, amenities or food services
- CA’s are required to monitor their time, prioritize tasks as they arise and pull in other staff members for support
Hotel & Group Accommodations 40%
- Cover Front Desk Shifts (Weekends, Holidays, Unexpected Absences); respond to emails with hotel or university information, confirming reservations, conducting check in & check out procedures, taking payments and offering advice, information, & directions to guests; “Open-Shift” and “Close-Shift” cash balancing responsibilities and procedures daily as directed by the Conference Coordinators or Manager
- Conduct Inspections as assigned by Conference Coordinators or Manager for hotel operations or group stays
(May to Aug) - Submit deficiencies from inspections to the Conference Associate Lead
- Regular rounds of year-round accommodations spaces; communicate deficiencies in public areas
- Regular rounds of summer hotel operations & overnight group areas; communicate deficiencies
Summer Operation: Midnight ‘On Call’ Overnight Shift rotation (2 to 3 per week)
Communication 10%
- Review events and complete shift summaries daily (CA Communication Board, Event Calendar, Daily Update, Daily To Do List)
Other Related Duties 10%
