Administrative Assistant/Front Desk Receptionist
Overview
Reporting to the Manager, Catering & Conference Services and supporting the on-site Thunder Bay team and remotely supporting the Orillia team, the Administrative Assistant will oversee a variety of responsibilities involving financial accountability and reporting; employee recruitment and record keeping; data reporting; inventory control – including within our food service operations; internal and external client tabling, firepit and delivery bookings; summer hotel operations; and year-round guest suites. From April to August, coordinating & executing hotel operation including training staff for guest relations and payment processes – which includes a change in weekly schedule to suite operational needs.
Responsibilities
- First Point of contact and response to all phone, email, and in-person enquiries (provide information, customer service, answer questions to guests, students, employees, faculty etc.)
- Communicate flow of information to all staff members (mass email communication, google calendar holds etc.)
- Upkeep of 'conference.services@' and 'guest.services@' email inboxes. Triaging email enquiries to coordinators, manager, director, or support staff as needed.
- Schedule regular departmental meetings, take minutes and share with attendees, record action items and support follow up when appropriate
- Receives, pays and tracks bills and invoices related to the department, in Thunder Bay and Orillia (Cafeteria Expense; Office Expenses; Inventory Purchases; Advertising Invoices etc.)
- Generate purchase requisitions following purchasing policy
- Reconcile Purchasing Card Statements ensuring all receipts are accounted for, allocating budget codes, and submitting to Financial Services
- Coordinate Year Round Conference Suites with Manager: Screen requests, schedule tour/provide information, contract, payment, track monthly rent
- Oversight of "Summer Guest Accommodations/Hotel" from May to August with Manager. Responsible for start-up operations and work orders, key inventory management,
- Oversight of Property Management System, booking website for both Thunder Bay and Orillia Campuses: updates to inventory, rates, packages, and availability. Supported by Front Desk staff (Orillia) and Manager (Thunder Bay)
- Post Job Vacancies, Coordinate Interviews and Reference Checks, Process Employee Information Forms and Supporting Forms to HR for Part-Time Staff
- Coordinate Fire Pit, Tabling, Set up & Delivery Requests for internal and external clients (inquiry to invoicing)
- Annual Inventory management and maintenance for both Thunder Bay and Orillia: Office and Meeting Room Technical Equipment, Event & Hotel Supplies, Kitchen Equipment & Supplies. (Supported by FCS Manager, Residence Operations, Food Services Provider)
- Support for Residence Operations Administration – Thunder Bay and Orillia as required
- Support for Residence Life Move-In Day and during Check-Out
Qualifications
- Post-secondary education with relevant work experience
- Hotel experience, front of house
- Financial literacy skills
- Exceptional customer service skills
- Exceptional organizational and time management skills
- Exceptional verbal and written communication skills
- Ability to maintain confidentiality
- Ability to exercise tact, judgement, initiative
- Knowledge and high comfort level for computer programs and systems - Google Suite, Microsoft Office, Internet/Email, POS Systems. Familiarity of PMS & EMS an asset.
- Able to handle cash, debit, credit cards
- A valid full G Drivers Licence
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.
We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or human.resources@lakeheadu.ca to make appropriate arrangements.