Guest Relations Coordinator

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Job Summary

The Athenaeum is located on the Caltech campus. It is a very exciting and beautiful place to work, with its private club/country club environment and its upscale Hotel. For more information on The Athenaeum, please visit The Athenaeum's website

Reporting to the Director, Hotel Operations & Membership, this position will handle, respond to, and service the inquiries, reservations, and special requests by Athenaeum members and guests. Responsibilities will also include, but are not limited to, updating the reservation system database, promoting Athenaeum special events where appropriate. They will work various shifts including day, swing and overnight. This position will answer phones, make reservations for the hotel/dining room/tennis courts, check in and check out of guests, answer member inquiries regarding payments and other questions pertaining to The Athenaeum. Schedule will vary on a rotating weekly basis including evenings, weekends and overnight.

This is an Essential Reporting position. In the event of an emergency on campus, an employee designated as essential reporting has essential job skills that are needed for response and recovery and is expected to report to Campus as soon as possible.
Essential Job Duties

• Answer phones; make reservations for the hotel, dining room and tennis courts, check in and checkout guests, answer member inquiries regarding payments and other questions pertaining to The Athenaeum.
• Enter hotel and dining reservations in the respective reservations systems.
• Work as a team with other front desk staff in maintaining room availability records, members, and guests personal accounts via automated reservation system. Process and post member and guest charges and collect payments upon check-out.
• Work as a team with other front desk staff in researching member account numbers to reconcile guest folio charges and billing issues.
• Record dining reservations received via phone, email, or at the front desk from members and guests.
• Respond to club Membership inquiries.
• Market and promote special events at The Athenaeum to members and guests whenever opportunities occur, both over the phone and in person.
• Responsible for all telephone calls received on The Athenaeum's trunk line, including routing calls to members, guests, or staff as required. Receive and/or deliver messages, mail, or parcels to members, guests, or staff, as necessary.
• Perform other duties as assigned.

Basic Qualifications

• A minimum of 2 years of experience in the service or hospitality industry.
• Must have basic computer skills including MS Word, Excel, and POS data systems with accurate typing and 10 key.
• Excellent oral and written communications skills and experience providing high-level customer service in a professional manner.
• Must be able to work under limited supervision and perform multiple assignments in a dynamic workplace environment.
• Must have basic accounting skills.

Preferred Qualifications

• Hotel or private club experience is preferred.
• Experience with hotel industry software is a plus.

Required Documents

• Resume.

Hiring Range

$19.50 - $22.00 per hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.


As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.


EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at View email address on click.appcast.io.

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at View email address on click.appcast.io.