Reservations Coordinator (Limited Appointment)

Associated Students, UCLA; Los Angeles (CA); On-site; USD 28,929 - 31,684; Full time

Job summary

Associated Students, UCLA is hiring a Reservations Coordinator for the Event Services department in Los Angeles, CA. This role entails managing the reservation process, ensuring compliance with university policies, and providing outstanding customer service while leading a team of student staff.

The ideal candidate will possess strong organizational skills, proficiency in Microsoft Office and Adobe products, and the ability to thrive in a fast-paced environment.

This is an in-person position with an hourly salary of $21.00 - $23.00 depending on experience.

Qualifications

• 1+ years of experience in administration, reservations, or event coordination in a high-volume setting.
• Exceptional project management and customer service skills.
• Ability to manage diverse teams and work under tight deadlines.

Responsibilities

• Serve as the primary contact for reservation inquiries and client communication.
• Manage the reservation lifecycle and maintain client profiles in the system.
• Ensure compliance with policies and monitor adherence to guidelines.

Skills

Project management

Interpersonal skills

Customer service

Microsoft Office proficiency

Event coordination

Education

BA/BS in related field or equivalent experience

Tools

Adobe Products

Job description

Reservations Coordinator (Limited Appointment)

Position: Reservations Coordinator (Limited Appointment)

Location: Los Angeles, CA

Job Id: 717

# of Openings: 1

Hourly Rate: $21.00- $23.00

Department: Event Services

Summary of Key Responsibilities

Client Intake and Experience

• Serves as the primary point of contact for reservation inquiries and client communication.
• Manages the reservation lifecycle from inquiry to EOL approval.
• Oversees and ensures accurate intake of all client requests, including the creation and maintenance of complete and accurate client profiles within the event management system, and ensures timely responses and high‑quality customer service standards.
• Escalates complex or high‑risk requests as appropriate.
• Works closely with the Event Services team, internal departments, and clients to ensure seamless coordination and delivery of services, and hires and trains part‑time reservationists as needed, providing leadership, motivation, direction, and support to the team.

Reservation Operations and Systems

• Maintains accurate records of all reservations.
• Ensures data accuracy and integrity within EMS and related systems.
• Implements quality controls checks.
• Coordinates room assignments and scheduling to maximize space utilization and required time to set up and strike between meetings and events.
• Ensures staff is trained to utilize the software correctly and efficiently, maintains records of client needs such as setup, equipment, staffing, and keeps accurate inventory in the software programs.
• Initiates the EOL process for all clients, monitors EOL submissions for delays or pending approvals through final event authorization.
• Communicates authorized signatories for Registered Campus Organizations to the team.
• Oversees the coordination and execution of the quarterly Meeting Room Lottery for Registered Campus Organizations.
• Maintains accurate inventory of event resources within reservation systems.
• Ensures accurate application of pricing tiers and responsible party designation at intake.
• Verifies the correct responsible party for billing at the time of the reservation inquiry process.
• Provides support to the Division Accountant by distributing required documentation to clients and assisting with follow‑up communications as needed.

Policy, Compliance, and Risk Management

• Ensures all reservations comply with ASUCLA, UCLA, and UC Regental policies.
• Verifies required documentation, approvals, and risk requirements are completed.
• Monitors adherence to space usage policies and event guidelines.

Team Leadership and Coordinator

• Supervises, trains, and supports student reservation staff on department policies and procedures including event management systems utilized.
• Develops and manages staff schedules.
• Provides ongoing coaching and performance feedback.
• Adheres to employee policies and procedures.
• Represents the Division in meetings on behalf of the Interim Event Operations Manager or leadership, as needed.
• Provides support across the Division and undertakes special projects as assigned.
• Serves as backup support for the Event Coordinator, ensuring continuity of operations in their absence.

Data, Reporting and Continuous Improvement

• Tracks reservation metrics, space utilization, and client trends.
• Analyzes dates to inform operational improvements.
• Disseminates and maintains post‑event evaluations and feedback reporting to inform service improvements.
• Reviews daily Building Manager and Event Management logs to ensure compliance and identify operational issues.

Qualifications

Requires 1+ years related experience in administration, reservations or event coordination in a high‑volume office. Experience must demonstrate: exceptional project management skills; ability to successfully manage production timelines; ability to manage diverse teams of onsite staff; strong interpersonal and relationship building skills; ability to work efficiently and independently in a fast‑paced, dynamic environment under tight deadlines; solid verbal and written communication skills; effective customer service skills with strong organizational and time management skills. Proficiency in Microsoft Office (Outlook, PowerPoint, Word, and Excel), and Adobe Products with the ability to learn additional required business systems as needed is a must. Familiarity with the UCLA campus is preferred. Industry related BA/BS or the equivalent combination of education and experience is required.

Desired Characteristics

• Self‑motivated, outgoing, positive attitude, personable and customer‑focus oriented.
• Personal drive seeking to develop self and others.
• Exercise a high degree of initiative and professionalism.
• Creative, out of the box thinker with an ability to proactively anticipate obstacles and create solutions.
• Resilient working in an environment where you wear multiple hats and multitask.
• Thrives in working effectively with team members and relishes a diverse work environment.
• Detailed and resourceful.
• Able to react quickly and with grace to deviations in plans.
• Directly and indirectly supervises part‑time/student staff.

Physical Requirements

Frequent walking, standing, sitting, reaching, gripping, bending, stooping, pushing, pulling; occasional lifting up to 50 lbs.

Work Location

This position requires in‑person, on‑site presence within the Student Union to support event activities. The office hours are Monday‑Friday 9am‑6pm, and on occasion include evenings and weekends.