Senior Housing Coordinator

Opus - Digital Studios Seattle, Washington United States


Description

Position at Opus

Reporting to: Sr. Housing Manager 
Job Title: Sr. Housing Coordinator
Group/Team: Enablement/Digital Studios
Reports to: Sr. Housing Manager
Location: Seattle or Remote
Employment Type: FT, Exempt

WHO WE ARE

Opus Agency partners with world-shaping brands like Amazon, Google, Microsoft, and Salesforce to catalyze movements through shared experiences. Crafted through our end-to-end capabilities and propelled from the epicenter of events, content, and community, these experiences are renowned for accelerating momentum—and success—for everyone involved.  

Built across four decades, we scale excellence at the forefront of focused strategy, fearless creativity, emerging technology, and agile delivery. Today, as the flagship of The Opus Group, our team members are outperforming from hubs throughout the United States, in the heart of London, and around the world. 

If you embody our cultural pillars—if you can bring versatility, embody optimism, elevate integrity, catalyze curiosity, and own excellence—then join us in fueling the future of brand movements. 


WHAT WE ARE LOOKING FOR

The Senior Housing Coordinator is responsible for executing tasks related to the registration process for those attending in person event while collaborating with multiple teams. This includes supervising customer service for attendees, strong time management skills, the ability to multi-task, problem solve and work directly with clients and vendors to ensure excellence throughout the event registration cycle.

The Senior Housing Coordinator is also responsible for pulling and preparing reports, analyzing data, and supporting onsite registration services during events. This Senior Housing Coordinator is responsible for overseeing and executing tasks that ensure client contacts, event attendees, speakers, and other guests are efficiently and properly provided with accommodations. This position is also responsible for providing reports that forecast and analyze hotel data and for consulting clients on potential attrition and other liabilities.

The Senior Housing Coordinator works within the Digital Studios team and reports to the Housing Manager. This role may have supervisory responsibilities.

Key Responsibilities:

  • Collaborates and works within a team to support the registration process for small to large scale events
  • Effectively communicates between internal teams, clients, attendees, and vendors via phone, email, chat and conference calls
  • Coordinates with internal and external event teams by providing written, verbal, and graphical status reports
  • Uses Excel and Word efficiently for reports, including pivot tables and other Excel formulas
  • Manages temporary employees with the ability to train newer Opus employees on basic processes
  • Provides constructive feedback to colleagues, when needed
  • Presents or coordinates department trainings
  • Works as a lead on small to mid-sized events
  • Leads client meetings un-supervised, advising clients on decisions regarding events
  • Thoroughly completes all projects within goal and budgetary requirements by identifying and utilizing the most efficient methods to execute each project and task
  • Maintains an understanding of all department resources, processes, and tools, and abides by Opus’ operating procedures
  • Attends regular client and internal team meetings
  • Is comfortable speaking in front of large groups and must be able to confidently represent Opus Agency in front of clients, vendors and partners
  • Provides attendee support via phone and email; and demonstrates exemplary customer service and hospitality skills
  • Works with clients and website tool vendors to consult on requirements for registration websites
  • Tracks timelines, reviews websites to confirm they have been built to specifications and troubleshoots issues
  • Demonstrates leadership skills by actively participating and contributing to internal team meetings
  • Accurately interprets hotel contract language and manages timelines related to release dates
  • Proactively manages a hotel block to avoid attrition for clients whenever possible
  • Provides pickup reports and reservation trend analysis to clients
  • Builds/adjusts content on hotel page of website
  • Establishes hotel billing procedures; oversees the financial closing of hotel billing including complicated master bills 
  • ONSITE: Conducts pre-event site visit, leads hotel pre-con, and handles attendee, hotel, and client escalations related to housing

 

Core Requirements:

  • Bachelor’s degree from a four-year college or university is preferred
  • 2+ years of related working experience and/or training; or equivalent combination of education and experience in project -coordination, event registration, group reservations, hospitality or corporate technology projects is highly preferred
  • Strong presentation and communication skills
  • Experience in supporting events successfully from concept to execution is preferred
  • Effective written and verbal communication skills, including proven writing and editing ability
  • Must show personal and professional integrity, and commitment to excellence and high standards
  • Self-directed and deadline-driven, with an ability to manage priorities and projects within a fast-paced, dynamic environment
  • Ability to work on complex projects with general direction and minimal guidance, both independently and as a member of cross functional teams
  • Strong attention to detail with ability to see the big picture
  • Microsoft Office suite program experience required (Outlook, Word, Excel, OneNote, etc.) 
  • Displays strong critical thinking, organizational, and analytical capabilities
  • Strong project management skills
  • Ability to effectively prioritize workload on multiple projects & events simultaneously
  • Successfully perform in a high stress, fast-paced environment
  • Accept changes with short notice and tolerate frequent interruptions
  • Ability to maintain high levels of confidentiality

 

Physical Requirements:

Individuals will be required to sit for the majority of the day and will be required to stand as needed. May require walking primarily on a level surface for periodic periods throughout the day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques required.  Individuals will be required to travel via airplane, train, taxi, car and/or other means of transportation as needed.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.”

Vaccination Policy:

Like everyone else across the US and around the world – Opus/MAS/Tencue has and continues to monitor the on-going spread of COVID-19 – with the health and safety of both our teams and clients as a number one priority. Opus/MAS/Tencue implemented a policy that requires all employees (with limited exceptions) to be fully vaccinated and provide proof of vaccination prior to employment. 

OTHER DUTIES AND ACKNOWLEDGEMENT

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee/ candidate a general sense of the responsibilities and expectations of the position. Duties, responsibilities, and activities may change at any time with or without notice. This does not create an employment contract, implied or otherwise, other than an "at will" relationship. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. 

Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

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