Facilities Reservations and Logistics Officer  

Summary of Work Activities and Responsibilities:

Under the supervision of the Reservations, Events Logistics and Job Requests Section Head, the Facilities Reservations and Logistics Officer is responsible for monitoring, handling and managing the reservations of facilities and equipment for all units, students, affiliates and external clients.

Main Duties and Responsibilities

I. Events Logistics Coordination

• Works with all stakeholders (e.g., units, students, affiliates, external clients) in managing their event logistic requirements and provide recommendations, in coordination with the Client Relations Manager
  • Attends meetings with internal and external clients to understand and assist them in planning and executing the logistical requirements of their events /programs.
• Facilitates the processing of event-related billing statements
• Ensures compliance with guidelines on the use of facilities and equipment
  • Receives reports on possible compliance issues and coordinates with concerned parties
  • Conducts rounds to check compliance during actual event, as needed
  • Checks and ensures that venues and equipment are in order before and after an event
• Assist in the evaluation/post-mortem of concluded events for future consideration and benchmarking

II. Reservations Management Support

• Responds to inquiries relating to facilities reservations and logistics
• Manages all requests for venue reservations and required logistical arrangements
• Reviews and approves all reservation requests for venues and equipment under CFMO's jurisdiction
• Handles and facilities technical meetings and ocular inspections with stakeholders
• Communicates with internal stakeholders for the use of facilities and provides troubleshooting interventions when necessary
• Facilitates and monitors the processing of rental billings and maintains documents related to reservations
• Ensures that agreed/required events Iogistics of clients are met
• Maintains a database of records pertaining to the usage and maintenance of facilities, event paraphernalia, furniture, and equipment

III. Reservation System Support

• Assists the Reservations, Events Logistics and Job Requests Section Head in the planning and implementation of any upgrades to the reservations system
• Manages the Online Reservation System and other reservation channels currently used by the office, in coordination with the Office of the Vice President for Digital Information and Technology Services (OVP-DITS)
• Answers inquiries and guides clients on the use of the reservation system
• Provides feedback on the performance of the system to the Administration Group and to the system supplier
• Promotes the use of the Online Reservation System to the community

IV. Policy and Guidelines Monitoring

• Reviews, evaluates, and updates the CFMO Facilities and Equipment Guidebook
• Conducts orientations for event organizers on applicable campus rules, regulations, and protocols
• Reports any compliance issues to the Reservations, Events Logistics and Job Requests Section Head

V. Performs other duties that may be required by the immediate supervisor and authorized representatives.

Knowledge, Skills, and Abilities:

• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Time Management Skills: Ability to use one's time and resources efficiently and effectively
• Customer Service Skills: Ability to understand customer perspectives and respond to their needs with urgency and serious attention
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle — from the time of creation or receipt to their eventual disposition/turnover

Education and Experience Requirements:

• Bachelor's Degree holder in any of the following: Events Management, Hospitality Management, Business Administration (with a focus on Operations Management or Marketing), Public Relations, and Communications
• At least 1 year of relevant work experience