Coordinator, Housing Operations and Guest Services

Tyler Junior College gives equal consideration to all applicants for admission, employment and participation in its programs and activities without regard to race, color, religion, national origin, gender, gender identity, gender expression, sexual orientation, age, marital status, disability, veteran status or limited English proficiency (LEP).

Description

The Coordinator, Housing Operations and Guest Services is a full-time 12 month position that reports to the Assistant Director, Housing Operations and Administrative Services. This position is responsible for the coordination and logistical oversight of camps and conferences hosted within the residential facilities, as well as ensuring the efficient operations of mail services and front desk activities. This position provides essential customer service and serves as a liaison between housing operations, campus departments, and external stakeholders.

Essential Functions and Duties

Primary Responsibilities

Camps and Conferences Responsibilities

• Coordinate the scheduling, housing assignments, and logistical needs for camps and conference groups.
• Serve as the primary point of contact for camp and conference organizers.
• Develop and implement check-in/check-out processes for summer camps and conference attendees.
• Collaborate with housekeeping and maintenance teams to ensure rooms are prepared and facilities are in working order.
• Manage billing and payments for camps and conferences.
• Maintain accurate records and reports for all camps and conferences activities.

Mail Room Responsibilities

• Oversee the daily operations of the mailroom, ensuring timely sorting, delivery, and distribution of mail/packages to students and staff.
• Ensure compliance with mail and package handling policies.
• Train and supervise mailroom staff, ensuring they provide excellent customer service.
• Monitor inventory and order necessary mailroom supplies.
• Troubleshoot and resolve mail-related issues, working with external carriers as needed.

Front Desk Responsibilities

• Supervise front desk operations, ensuring coverage and excellent customer service during hours of operation.
• Train and support front desk staff to handle inquiries, room key distribution, and other resident needs.
• Monitor and address resident complaints, escalating to professional staff when necessary.
• Maintain accurate records of front desk operations, including check-in/check-out logs and incident reports.

General Responsibilities

• Provide consistent communication and act as a liaison between housing operations and other campus departments, including Facilities, Maintenance, and Groundskeeping.
• Assist in hiring, training, and supervising part-time front desk and mailroom staff.
• Serve as part of the Housing Operations team, attending staff meetings and collaborating on departmental projects.
• Respond to student and parent inquiries in a professional and timely manner.
• Assist in the implementation and use of housing software systems, such as StarRez, as needed.

Cmpetencies

Knowledge, Skills, and Abilities

• Strong organizational and problem-solving skills.
• Ability to multitask and manage competing priorities effectively.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office Suite; familiarity with housing management software (e.g., StarRez) is a plus.
• Ability to work independently and collaboratively in a fast-paced environment.

Work Environment: Regular work required outside of normal business hours

Physical Demands: Sitting, walking, standing, lifting

Travel Required: Yes - Minimal

If travel is required, candidate must have and maintain a current valid Texas driver’s license and an acceptable driving record

Qualifications

Required Education

High school diploma or equivalent

Required Experience

Two years of experience in housing operations, camps/conference management, or customer service

Preferred Education

Some college coursework

Supplemental Information

Additional Job Specific Requirements

This position requires flexible availability, including evenings and weekends, to accommodate camps, conferences, and mailroom/front desk coverage as needed.

Expectations

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
• Will have contact – in person, by email, or by phone – with staff, students, and the general public.
• Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
• Regular and punctual attendance is an essential function of each employee.