External Events & Guest Services Coordinator
2 days ago
Minneapolis
Job DescriptionJob Title: External Events & Guest Services Coordinator: Housekeeping & Events Classification: Exempt Reports to: Director of Housekeeping & EventsNorth Central University Mission StatementNorth Central University is a dynamic Christian learning community educating students for lives of service throughout society, the marketplace, and the church. In keeping with its Pentecostal heritage and mission, NCU models and expects excellence in both academic practice and Christian faith. Position PurposeAs 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., • 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.Knowledge, Skills, and Abilities, • Strong organizational and problem-solving skills., • Excellent written, verbal, and interpersonal communication., • Ability to negotiate contracts and manage budgets., • Proficiency in Microsoft Office and Google Workspace; experience with hospitality or property management systems preferred., • Ability to adapt quickly to changing circumstances and prioritize under pressure., • Availability to work evenings, weekends, and peak periods; ability to lift up to 50 lbs. and perform on-site event/housing inspectionsWorking conditionsEquipment and Tools, • Use of a PC, telephone, and email., • Office-based role with frequent on-site presence at events and guest housing facilities., • Regular interaction with clients, guests, and vendors, including some high-pressure and high-visibility situations., • May require occasional local travel to off-campus venues.Environmental conditions The aforementioned statements are not intended to encompass all functions and qualifications of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this job description. Powered by JazzHR qjlY37yXow