Front Desk / Conference Associate
Overview
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.)
Responsibilities
- 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
- 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 Coorsinators 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)
- Review events and complete shift summaries daily (CA Communication Board, Event Calendar, Daily Update,
- Daily To Do List)
- Ad-hoc support for colleagues, guests, and clients (logged into the ‘Queue’ when clients in house & on shift)
- Suggest and implement ideas and programs for a positive guest experience at LakeheadU and Thunder Bay.
- Project Support as required (ie. re-organization of storage areas or inventory control, research projects,
- social media etc)
Qualifications
- Must hold a valid driver’s license (Full G-Licence Required for insurance purposes)
- *As a condition of employment, the incumbents must live on campus from May 8 to August 16 when
- scheduled for rotating on-call shifts; Must respond to after-hours guest issues and check-ins while on-call (On-site,
- shared staff housing provided May 1st to August 16, 2025.
- Must download ‘3CX’ mobile phone app to personal phone for on call system (monthly phone compensation
- provided)
- Must be able to work flexible hours including evening and weekends
- Must be able to organize own workload under minimal supervision; must require very little direction
- Must be able to deal courteously, professionally and effectively with staff and guests
- Ability to exercise tact, judgment and initiative
- Keen interest in organizing special events and hotel management is an asset
- Ability to work with computers and audio-visual equipment; proficient knowledge of PC computers and G-Suite,
- Microsoft Office, Internet and cloud-based programs
- Good verbal and written communication skills
- Must be comfortable and proficient when dealing with cash, credit cards and debit
- Ability to maintain the confidentiality of all materials handled
- SmartServe Certification is an asset
- First Aid and CPR training desirable
- Familiarity with Residence and Lakehead University campus is an asset
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.