Summary
Every summer, mid-May through mid-August, University Center offers short term apartment living accommodations to students, corporate interns, and private groups. The Guest Service Intern will be immersed in all facets of University Center's summer housing operations, and they will rotate between various customer service and back of house operations. The Guest Service Intern will work directly with the housing department and the sales department.
The Guest Service Intern is a crucial member of the summer housing team at University Center. With this position comes the responsibility of promoting University Center and displaying model customer service. The Guest Service Intern is expected to possess a professional disposition, strong work ethic and adhere to the Employee Handbook.
The position requires approximately a 3-month commitment and 40-hour per week availability. This is a live-in required internship in the heart of Chicago’s South Loop. A furnished apartment*, all-inclusive utilities, and meal plan will be provided during the term of internship employment.
Essential Duties & Responsibilities
- Monitor and work the Guest Service Front Desk.
- Learn and master relevant internal software and badging systems in order to be successful in this role.
- Check-in and check-out summer housing guests and residents to their appropriate housing units using internal software system.
- Answer guest phone calls and accommodate onsite requests daily.
- Respond to summer housing emails daily.
- Add required charges and payments on guest ledgers.
- Receive and process meal payments for guests.
- Verify room statuses prior to guest room check in and after guest check out; update room statuses and complete condition reports upon check-out.
- Create and maintain the room status reports and update system accordingly.
- Work with housekeeping to ensure all rooms are checked and prepared; and inventory is properly organized.
- Review and confirm housing numbers, unit type, linen service, meal requirements and proper documentation for arriving summer housing groups.
- Perform necessary concierge duties on a daily basis.
- Attend necessary staff meetings and trainings.
- Assist with key inventory and management.
- Keep room inventories up to date; update any changes to housing assignments and lists.
- Conduct and attend daily shift change meetings; communicate all relevant information to next shift and to Management prior to ending shift.
- Prepare and manage group housing binders for incoming group arrivals.
- Assist with collateral assignments as needed.
- Assist with social media, onsite giveaway promotions and external event participation with residents.
Education & Experience
- High school diploma or equivalent required
- Excellent customer service skills, while maintaining the highest standards of professionalism
- Excellent verbal / written communication and organizational skills
- Computer literacy required, ability to navigate Microsoft Office and learn new software systems successfully.
- Proven ability to work productively with a diverse range of students, staff, management, and guests.
- Previous management, hospitality and customer service education and experience preferred.
- Must display strong leadership qualities.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery (i.e., a calculator, copy machine, and computer printer).
- While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
- While performing the duties of this job, the employee is regularly required to talk or hear.
* Full-time staff members that are required to live on-site per the terms of their position are eligible to receive a discount of 100% on rent.
