As the External Events & Guest Services Coordinator, you will oversee the full lifecycle of external events and guest accommodations at the university. This includes sales, contracting, billing, logistics, and on-site event management, as well as administration of short-term guest housing and rental apartment operations. You will serve as the primary liaison for external clients, vendors, and guests, ensuring a seamless experience that upholds the university’s standards and reputation. In addition, this role actively supports revenue growth through client acquisition and plays a key role in improving departmental processes and service efficiency.
KEY RESPONSIBILITIES:Event & Venue Coordination
- Lead external events and act as the main point of contact for external clients renting university facilities for conferences, meetings, and special events.
- Manage the complete event lifecycle: sales, proposals, contracting, billing, logistics planning, and day-of execution.
- Oversee event preparation, including producing lanyards/badges, issuing facility keys, scheduling access, and preparing event spaces with furniture, equipment, and materials.
- Coordinate with internal service providers (Facilities, Media Services, IT, Security, Parking, Dining, Custodial) to ensure smooth event operations.
- Provide on-site leadership during events, including team supervision, client support, troubleshooting, and post-event evaluations.
- Track event budgets, process invoices, and reconcile accounts.
Guest Housing & Rental Property Management
- Oversee operations of university-managed short-term guest stays (visiting faculty, conference guests, external clients, and university visitors).
- Administer rental apartment bookings, check-ins, check-outs, and reservation systems.
- Ensure guest units are maintained, cleaned, and stocked to hospitality standards in coordination with custodial and facilities staff.
- Manage contracts, billing, and deposits for housing rentals, ensuring compliance with university policies and financial procedures.
- Serve as a concierge/resource for guests, addressing needs promptly and maintaining high satisfaction levels.
- Monitor occupancy, track revenues, and prepare regular utilization and financial reports.
- Assist in developing and implementing policies and pricing structures for rental properties and guest stays.
Sales & Client Development
- Develop and maintain strong relationships with external clients, community organizations, and corporate partners.
- Proactively identify and pursue new opportunities for external event rentals, guest housing, and other revenue-generating services.
- Represent the university at community and industry events to promote facilities and services.
- Support the creation of marketing materials and strategies to increase visibility of rental opportunities.
Leadership & Collaboration
- Supervise and schedule student workers or temporary staff supporting events and guest housing operations.
- Maintain strong working relationships with campus partners, external vendors, and service providers.
- Contribute to long-term planning for facility usage, guest housing, and event services to enhance revenue and client satisfaction.
Process Improvement & Innovation
- Continuously evaluate and refine event management, guest housing, and departmental processes to maximize efficiency and service quality.
- Gather client and guest feedback to identify improvement opportunities and implement best practices.
- Research and recommend new tools, technologies, or systems that enhance client experience and operational workflows.
Additional Tasks
As part of the Housekeeping & Events department, this position also contributes to cross- functional support and operational needs:
- Housekeeping: Assist with scheduling, inspections, and coordination to ensure event venues, guest housing, and rental properties meet cleanliness and service standards.
- Event Setup & Servicing: Provide logistical support for university-wide events, including furniture arrangements, equipment setup, and event servicing oversight.
- Campus Store: Assist with store operations during peak times, special events, or product launches, ensuring quality customer service and merchandise presentation.
- Special Projects: Participate in departmental initiatives and cross-campus projects, offering expertise in logistics, operations, and client relations.
JOB QUALIFICATIONSMinimum Education and Experience
- Bachelor’s degree in hospitality, Event Management, Business Administration, or related field.
- 2–3 years of professional experience in event coordination, hospitality management, property/rental management, or conference services OR 2 years working in the Housekeeping & Events Department.
- Demonstrated ability to manage multiple projects simultaneously with strong attention to detail.
Preferred Experience
- Experience in a higher education, hospitality, or hotel/conference services setting.
- Familiarity with event management and housing management software.
- Experience in sales, business development, or client acquisition in a service-driven environment.
- Knowledge of contracts, liability waivers, and risk management practices related to events and guest housing.
- Customer service background with a focus on VIP or executive guest services.
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