Venue and Program Operations Coordinator
3 days ago
Work for a well-recognised brand
- Fun, driven and collaborative environment
- Permanent full-time position, Carlton location
**About Us**
At Melbourne Business School (MBS) our purpose is to unleash ideas and leaders for a sustainable future. Our vision is to be among the top-ranked providers of business education within the Asia-Pacific Region.
**The Opportunity**
An opportunity now exists for an efficient and personable Venue and Program Coordinator who will be a professional interface for all Visitors, Students and Staff at the Melbourne Business School (MBS).
The Venue and Program Operations Coordinator is responsible for the successful management of MBS events and programs, along with the management of our meeting room inventory. This position is the primary interface between the House Department operational teams and MBS key stakeholders (clients) and is responsible for providing professional, high-quality venue and event operational support and advice to clients, so their customer experience is seamless.
The role is also responsible for supervising day-to-day reception operations and ensuring all systems and processes within the guest services area of reception are adhered to, which includes greeting and assisting clients, managing guests’ luggage, booking accommodation and managing check-ins/out within the hotel system.
**Key responsibilities will include**:
- Manage all hotel and meeting room reservations to maximise capacity and increase productivity, whilst also suiting the School’s academic calendar and being mindful of teaching delivery (e.g. hybrid, face-to-face)
- End-to-end coordination of bookings for all school events, short courses, and custom and degree programs.
- Provide operational and administrative support and advice to clients that is timely and accurate, at all stages of their planning process
- Conduct general office duties including mail, dry cleaning, banking, couriers, taxis etc.
- Main point of contact for all of the Dean’s events/booking and ensuring 100% accuracy of coordination and delivery
- Support the Conference Manager to ensure the day-to-day delivery of services to conference clients is maximized. This includes but is not limited to; meeting and greeting clients; conducting site inspections; and OHS inductions
- Support the Administration Manager in the use of internal systems such as RMS Booking and Events System relating to internal charging and pricing and ensure quality control of hotel administration services
- Provide procurement support for hotel functions and raise purchase orders and process invoices
- Conduct daily reconciliation of RMS to support internal recovery invoicing
- Assist the Administration Manager with accommodation bookings, daily reconciliations and month end processing
**Experience or knowledge of the following systems is preferred but not essential**
- iVvy Venue Management System
- Office RnD
- Access card software including Salto
- RMS 9 Booking system
- Core
- Microsoft Office Suite, Outlook
**About you**
You’ll be an experienced and proactive professional with a passion for exceptional guest service and sound administration skills with strong attention to detail.
Ideally, you’ll have:
- Demonstrated experience working in a customer service role
- Office administration and professional services experience
- Event management experience
- Strong understanding of project management principles
- Attention to detail and a high degree of accuracy
- Excellent organisational and time management skills, with the ability to manage competing priorities and achieve deadlines
**What’s on offer**
We value our people and ensure that we can reward you with more than just a salary. Our thanks to you include:
- Competitive remuneration, including not-for-profit salary packaging options
- Subsidised gym membership, health and wellbeing programs and regular social events
- Access to world-class learning and development programs at a discounted rate
- A workplace that promotes diversity, collaboration and new ideas in the heart of Melbourne's innovation precinct
- Working alongside talented and supportive colleagues who are passionate about learning and development
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