Job Detail

GUEST SERVICES COORDINATOR

Guest Services

FUNCTION: Reporting to the VP, F&A, responsible for providing hospitality and logistics for campus-wide events, management of the Schwartz Seminar House operations, and apartment rentals. Coordinates campus lodging arrangements, seminar meal service, and hospitality services as needed for SAR-sponsored visitors and Board of Directors and program events, including seminars, panel meetings, and scholar or fellow gatherings, and other campus events as needed. Position is full-time, exempt.

CHARACTERISTIC DUTIES:

Campus

Coordinate events with division head or program sponsoring event by creating work orders for room arrangement, contacting caterers, arranging linens, AV set up, online meeting platforms, ability to train other staff for AV use, valet parking and other needs as identified

Seminar House

• Maintain Seminar House occupancy and event calendar

• Disseminate all room assignments, menu, staffing, travel schedules, seminar agenda with residence manager and scholar programs coordinator
• Coordinate with residence manager to design menus or arrange caterers for seminars and other events
• Schedule and coordinate cleaning, maintenance, and preparation of SAR apartments and the Schwartz Seminar House pre and post occupancy
• Oversee purchase of items such as furniture, equipment, food, and cleaning supplies for residences and Schwartz Seminar House
• Coordinate room assignments with residence manager and scholar programs coordinator
• Work with scholar programs coordinator to ensure all forms are received and shared prior to arrival on campus
• Prepare participant list with names of pertinent staff and emergency information
• Greet seminar chair, orients them to the building and its peculiarities, shares participant arrival schedule and “after dark” information
• Ensures AV requests are met and set up prior to first seminar session
• Arrange photo session and campus tour with executive services coordinator
• Work most meals (prep, serve, clean up) and cover for missing staff on occasion

Administrative

• Supervise Schwartz Seminar House team

• Prepare guest-related welcome and informational materials for scholars, fellows, and other Schwartz Seminar House occupants
• Assist scholar programs division and IARC with scholar and artist fellow orientation
• Coordinate summer rental contracts with the VP for finance and administration
• Coordinate private pay seminars with scholar programs staff
• Prepare annual budget for seminars and events taking into consideration budget for each event as shared from event program sponsor

Housing

• Work with scholar programs coordinator to assign appropriate housing

• Coordinate departure/arrival dates for cleaning pre-arrival and post-departure (spring and fall)
• Work with physical plant to schedule maintenance and repairs
• Work with physical plant to re-arrange furniture to accommodate scholar needs
• Complete an annual apartment inventory and final inspection of each residence

SUPERVISION: Vice President of finance and administration

REQUIRED QUALIFICATIONS: High-school diploma; catering or restaurant experience; excellent organizational skills and ability to track multiple projects simultaneously; ability to plan and oversee activities and events; knowledge of food preparation, service, and hospitality; flexibility to work long hours for extended periods; ability to interact positively with a culturally diverse group of coworkers and scholars; basic knowledge of budgetary procedures; supervisory experience; basic to moderate knowledge of MS Word, Excel, and Outlook. Prior experience with audio visual equipment set up including microphones projectors and screen, computer setup and basic knowledge of online meeting and webinar platforms. Must be willing to work occasional weekends and long days.

Job Type: Full-time

Pay: $45,000.00 - $48,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Santa Fe, NM 87505: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Hospitality management: 3 years (Preferred)

Work Location: One location