Administrative Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

Administrative Assistant

Department

Revenue and Administrative Support | Conference and Accommodation

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

May 3, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary

The Administrative Assistant performs a variety of admin duties requiring knowledge of UBC accommodation and group invoicing procedures. Provides general secretarial support for the Conferences and Accommodation Sales and Admin office. Coordinates billing, payment and refund processes for approximately 500 group bookings each year. Communicates with UBC faculty and staff and the general public regarding Conferences and Accommodation payment and billing procedures. Coordinates with suppliers in regards to AP invoices. Supervises and trains clerical staff. Coordinates and assigns work to clerical staff.

Works in a very service oriented industry that requires tact and discretion in all forms of communication. Primarily works at an office workstation with computer and telephone but occasionally required to stand for long periods at a reception desk. Workload can be heavy and working environment stressful May through September. Required to work weekends and holidays during peak operational times and during training. Cannot take vacations June through August, inclusive.

Organizational Status

Reports to the Administration Manager. Takes direction from the Director, Revenue and Administration, Rooms Manager, General Manager and liaises with all Conferences & Accommodation staff; interacts with various university departments, clients and guests of Conferences & Accommodation.

Work Performed

Coordinates guest reservation and billing data reconciliation processes. Works with various departments to investigate and correct inaccuracies. Prepares reports on inaccuracies for management as needed.

Liaises with departmental customers to verify guest stay information and resolves outstanding billing issues. Checks accuracy of revenue and tax postings and prepares invoices for interdepartmental billing.

Verifies accuracy of group accommodation and event revenue by reconciling property management and event management systems data, making adjustments as needed based on contractual requirements. Prepares invoices and statements based on reconciliation. Processes payment of room and miscellaneous charges from groups and updates event management systems with verified information.

Responds to complex questions from guests and troubleshoots customer issues with tact and discretion. Addresses guest complaints on billing and payment matters, consulting with and forwarding on any extraordinary problems to management. This position will act as the expert in payment or billing, rate packages, rate splitting, and proper transferring of group charges and help the Customer Service Representatives with difficulties in these areas.

Coordinates payment processes for accounts payable invoices by liaising with UBC staff and external vendors, verifying charges, preparing invoices for processing in Workday and manages system for tracking overdue and missed payments. Follows up on overdue vendor payments as needed.

Monitors the AR accounts module in the property management system. Ensures proper internal control is adhered to in access to this module. Settles group accounts. Prepares regular reports on aging of these accounts and takes action on outstanding accounts.

Accesses and manipulates multiple complex data sets in financial management systems and property management systems and generates various reports from this data for senior management. Uses data from various systems to reconcile payment and revenue records between systems.

Coordinates central cash management procedures. Maintains accurate and detailed records for a central cash float, balances cash and receipts from guest payments, and coordinates disbursements of smaller floats for Customer Service Representatives and Customer Service Representative Supervisors. Determines seasonal increase of cash float needs based on expected operational plans.

Manages a key inventory system for safety deposit boxes and implements strict control procedures on this inventory for other staff.

Delegates work to clerical staff, determining priorities and managing work load. Trains clerical staff and monitors their performance to ensure that procedures and policy are properly adhered to. Participates in staff evaluations.

Provides administrative support to General Manager and Director, Revenue and Administration; including submitting expense reports on their behalf, coordinating meetings, and preparing statistical reports.

Participates in the development and implementation of administrative policies, processes and procedures within the Conferences and Accommodati

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