St. Charles Borromeo Seminary

St. Charles Borromeo Seminary is seeking a full time Guest Services Coordinator for their new location at 1400 Evans Road, Ambler, PA 19002

This is a benefit-eligible full-time position. We offer competitive rates and a comprehensive benefits package. Available July 1, 2024.

Please send resumes to Jeanne at

SUMMARY

The Guest Services Coordinator is the central point of contact for Saint Charles Borromeo Seminary and is responsible for providing superior customer service to the seminary community, guests, and vendors.

The Guest Services Coordinator will assist the Vice Rector in overseeing the Seminary's Facilities and Guest Services and will work closely with personnel from the Seminary's Administration, Dining, Facilities and Security services.

The Guest Services Coordinator must organize all administrative activities that facilitate the office's uniformity while ensuring that relevant records are up to date, office equipment is maintained, all administrative processes work effectively, and the office runs efficiently.

This position requires professionalism, patience, and an even disposition to handle fluid and unexpected situations that may arise.

ESSENTIAL RESPONSIBILITIES

• Provides a welcoming and professional reception service for the campus community including the effective use of the main campus phone system : answering telephone inquiries, directing these calls to the appropriate individual or department.
• Manage access controls; Employee ID's / photos, guest registration, working in collaboration with Security.
• Accept mail, letters, and packages from USPS as well as private delivery carriers; secure these items until they are picked up and / or delivered to the recipient.
• Monitor designated office budgets and expenditures, review invoices, prepare check requests and reimbursements for supervisors' approval, forward all necessary documents to the Finance and Operations office for payment.
• Maintains the campus postage metering system for all authorized outbound mail by ensuring adequate funds are paid to our postage provider.
• Weighing packages / letters, using weight scale; other duties include opening and sorting mail, routing incoming mail;

sealing, stamping, and affixing postage on outgoing mail and assisting other departments with mailings.

• Interface with External Affairs and Alumni Relations and various SCS offices pertaining to events, meetings, and guests' reservations.
• Create and process Facility Use Agreement, when applicable; verify proof of insurance coverage for outside groups; facilitate short-term tenants' insurance through Seminary's broker and process payments following the finance and operations protocols.
• Collect "Letters of Suitability" from visiting priests staying on campus.
• Prepares bi-weekly Facility Reports outlining facility usage, events, and guest reservations.
• Prepare work orders for facility set-up, IT, security, and dining needs to appropriate personnel, prepare welcome signs for guests and ensure the Facilities department keeps guest rooms stocked with hospitality supplies.
• Room key management : securing original keys, ensuring accurate distribution of keys to seminarians and overnight guests working in collaboration with the facilities department.
• Prepares and maintains the Seminary internal telephone listing. Arranges the campus-wide distribution of the same.
• Coordinate weekly Rector Dinners for the Seminarians; prepare seating charts and notify seminarians of their seating arrangement via email.
• Serves as the main point of contact for all lost and found items.
• Ad hoc projects as assigned.

QUALIFICATIONS - Knowledge, Skills / & Abilities

• Able to respond to questions or concerns in an empathetic and nonjudgmental manner toward a wide range of human concerns.
• Able to express oneself clearly : possess voice quality, enunciation, cheerfulness, and customer service skills.
• The ability to work with minimal supervision and within a framework of specific guidelines is required.

EDUCATION / EXPERIENCE

A high school diploma or the equivalent is required with at least three years of work experience in a Facilities Coordinator or Guest Services Coordinator role in a customer service-related environment.

Experience in positions involving customer service in an educational institution is desirable. Proficient in Microsoft Office Suite and comfortable learning and using new software platforms.

PHYSICAL REQUIREMENTS

The nature of this position requires extended periods of standing and assisting other campus offices at the direction of the Vice Rector.

Also, while performing the duties of this job, the employee is occasionally required to stand, walk; sit; reach with hands and arms;

talk and hear, climb stairs. The employee must be able to carry / lift items weighing up to 30 pounds.

Saint Charles Borromeo Seminary is the oldest Catholic institution of higher learning in the Archdiocese of Philadelphia.

Our mission is to form priests to be shepherds after the heart of Jesus Christ, and permanent deacons, religious and lay men, and women for various forms of ministry, service, and discipleship.

All employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Churc h.

St. Charles Borromeo Seminary is an equal Opportunity Employer M / F / V / D

Job Posted by ApplicantPro

Last updated : 2024-05-09