Hospitality Services Administrator

Job Responsibility: Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar). Employment opportunity (one-year contract, with possibility of renewal), available at the Macdonald Campus Faculty Club, located in Ste-Anne-de-Bellevue. [30 hours per week] Position Summary: Under the supervision of the President of the Executive Board of the Faculty Club (Macdonald Campus), the Hospitality Services Administrator administers the rental business and day-to-day operation of Tadja Hall, the Macdonald Campus Faculty Club. Actively promotes use of Club facilities and services. Provides guidance to organizations/clients with event planning. Prepares budget forecasts and statements of expenses/revenues. Carries out a variety of financial processes and transactions. Primary Responsibilities: Facility/Services and Events - Administers the rental business and day-to-day operation of Tadja Hall, the Macdonald Campus Faculty Club. Several events run concurrently, such as daily lunch service, receptions, seminars, conferences, departmental parties/retreats, VIP events at Founder's Day/Convocation, etc. Provides guidance to organizations/clients with event planning. Oversees all aspects of events taking place at the Club (i.e. room bookings and set-up, food and bar requirements, permits, equipment rental, cleaning crews, security services, etc.). Compiles price quotations for clients. Follows up with service providers; resolves logistical problems; keeps organizers informed of progress or major issues/delays. Attends events (including sporadic evening and week-end events) to ensure smooth functioning of activities and service efficiency. Reconciles liquor inventory against revenues taken; investigates discrepancies. Assists with lunch service for club members and guests during peak times; liaises with Chef to review miscellaneous arrangements and scheduling of service staff based on advance reservations. Oversees reservations and use of guest rooms at the Club. Arranges for access after hours and “turnaround” housekeeping/laundry. Receives and “prices” orders for “take-out” catering from users in other Campus buildings (meetings, workshops, other events). Liaises with Chef to coordinate production and delivery. Communications - Actively promotes use of Club facilities and services. Makes recommendations to Club Executive and Board regarding advertising strategy (particularly solicitation of evening/week-end events). Liaises with club members, guests and clients (in person and by e-mail/phone). Acts on problems and requests; informs Club Executive of major issues and action taken; provides briefing/background information to facilitate their intervention when necessary. Attends meetings of the club's Executive Committee and Board of Directors. Acts as resource person with regards to club operations. Prepares budget forecasts for Board's review. Administration - Arranges for servicing/repairs of equipment/appliances and cleaning of premises. Makes recommendations with regards to renovations and equipment needs. Interacts with Facilities Management with regards to building and grounds maintenance, snow removal. Liaises with Campus Security as needed. Responsible for balancing daily sales transactions and making deposits. Using specialized database, enters dues/meal charges from individual chits completed by members. Transmits electronically to Payroll for monthly deductions purposes, and to Accounting for processing of IDC's. Conducts price comparisons and discusses with Supervisor. Reconciles and transmits information needed for processing of Pcard transactions. Verifies invoices for expenses incurred in event preparation; ensures that suppliers are paid. Invoices clients for services rendered (room/equipment rental, food orders, staff, etc.) and processes incoming payments (Banner A/R). Corresponds with clients to collect past-due accounts. Prepares statements of expenses/revenues or other financial reporting and statistics required by the Club's Treasurer. Implements record-keeping procedures. Ensures production of menus, posters, lists, reports, forms, schedules, etc. Uses standard PC software applications and office equipment. Maintains interaction with Faculty Financial Services Office for account reconciliation and financial administration/reporting. Liaises with management of McGill Faculty Club downtown. Keeps abreast of McGill's administrative procedures and of food safety practices, food-related sanitation and safety/fire regulations, as well as new trends in food/hospitality industry. Other Qualifying Skills and/or Abilities Demonstrated experience in a general administrative role, especially in customer service and financial administration. Experience in the hospitality industry, an asset. Organization skills. Must be self-motivated. Demonstrated administrative skills; knowledge of Outlook, Adobe, MS Word and Excel software, as well as processing transactions in an accounting system. (i.e. Minerva, Banner, Procurement , reconciliation of credit card transactions, preparation of expenses/revenues statements at McGill). Ability to work autonomously and to resolve problems. Demonstrated ability to communicate clearly, over the phone and in writing for e-mail communications, and to possess a service-oriented approach and excellent interpersonal skills, with suppliers, guests and internal-external clients. Knowledge of social media. Attention to detail, resourcefulness, ability to work as part of a team, and to meet deadlines . Languages: Complete fluency in spoken French. Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 3 (advanced) on a scale of 0-4. As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located. For a definition of our language proficiency levels, please click here . Minimum Education and Experience: DEC III 3 Years Related Experience / Hourly Salary: (MUNACA Level G) $31.19 - $38.65 Hours per Week: 30 (Part time) Supervisor: Associate Professor Position End Date (If applicable): 06-27 Deadline to Apply: 05-31 McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, View email address on ca.edajobs.com .