Reservations and Logistics Assistant

Quezon City, Metro Manila
Permanent
Full-time

1 month ago

Summary of Work Activities and Responsibilities:The Reservations and Logistics Assistant V provides frontline coordination and logistical support for booking inquiries, venue reservations, and guided tours of Areté. The position ensures that internal and external clients are efficiently guided through the reservation and tour process, while maintaining smooth communication with relevant campus offices and personnel involved in venue use and maintenance.Main Duties and Responsibilities
I. Venue Reservation and Booking SupportReceives and responds to booking inquiries and requests for the use of Areté spacesGuides clients through submission procedures, reviewing forms for completeness, and following up on pending permits or approvals in coordination with relevant officesAssists with onsite needs during client visits or ocular inspections, ensuring all inquiries are addressedGathers detailed information from clients regarding event requirements, usage timelines, and technical/logistical needPrepares and presents a detailed summary of client requests to support evaluation and final approval by the Executive Director and/or the Artistic DirectorCommunicates decisions to requesting partiesII. Coordination and Logistical SupportSupports logistical preparations for events hosted at Areté, in coordination with clients, internal offices, and service providersReserves setup needs ensuring that technical, security, and housekeeping requirements are addressed ahead of the eventInforms the Campus Safety and Mobility Office (CSMO), Central Facilities Management Office (CFMO), and other relevant units of approved events and activities within AretéMonitors the use of spaces during events to help ensure venue policies and guidelines are followedCoordinates with internal units (e.g., Artistic Director’s Office, Sandbox Programs, Makerspace) regarding venue availability, ongoing activities, and overlapping space useIII. Guest Relations and Tour CoordinationWelcomes and assists guests participating in Areté programs, projects, and eventsFacilitates requests for guided tours of Areté, coordinating tour schedules and ensuring a smooth experience for visitorsActs as a consistent point of contact for prospective clients, ensuring professional handling of inquiries and feedbackIV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representativeKnowledge, Skills, and Abilities:

Client and Guest Relations: Strong interpersonal and communication skills; able to interact effectively with a wide range of clients and visitors
Organization and Coordination: Capable of managing multiple tasks, schedules, and logistical requirements with attention to detail
Records and Documentation: Basic experience in recordkeeping, filing, and coordination of event requirements
Event Support and Logistics: Familiar with booking processes, space usage, and onsite logistical coordination
Flexibility and Responsiveness: Able to adapt to changing requirements and respond quickly to client or team needs

Education and Experience Requirements:

Bachelor’s degree in any field
At least 2 years of relevant work exp

Entry Level / Junior, Apprentice General Services Higher Education / Academia 1 opening Bachelor's degree graduateThe Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

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