Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Hourly - Front Counter 2 (Gr3)

Job Title

Front Counter 2 - Summer (Sessional)

Department

Front Counter/Customer Service Representatives | Conferences and Accommodation

Compensation Range

$27.68 - $28.39 CAD Hourly

Posting End Date

May 10, 2026

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

Job End Date

August 31, 2026

This posting is for five (5) vacancies.

Applicants must be available as of May 24, 2026 until August 31, 2026. Must be available to work day, afternoon, evening, and overnight shift, Monday through Sunday including weekends and holidays. Time off request between June 1 to Aug 1 are limited.

Job Description Summary

Performs duties related to the every day operation of the Accommodation Office including but not limited to reservations, guest registration, billing and payment arrangements.

Organizational Status

Reports to the Front Desk Manager, Reservations Manager, Conference Services Manager, or Assistant General Manager. Liaises with all Conferences & Accommodation staff. Interacts with various university departments, clients and guests of Conferences & Accommodation at UBC.

Work Performed

Work may be performed in any of the following areas:

Front Desk:

• Guest registration, payment, and check-in/check-out.

• Handles cash and processes guest payments. Cross-checking daily deposit against postings.

• Provides information concerning conferences, accommodation, guest services, UBC campus, and tourism to guests.

• Handles keys and maintains a strict measure of control

• Encoding guest access cards through Ving.

• Initiates standard University emergency procedures when necessary (telephone to 911).

• Initiates night audit; a series of automatically generated reports through Opera.

• Sorts reports; forwarding these to appropriate departments.

• Inserts guest information into template letters for routine guest communication.

• Cross-checking and verifying that group and individual rates are posting correctly.

Reservations:

• Operates telephone switchboard and processes incoming calls.

• Receives and processes reservation requests by mail, e-mail, fax and telephone.

• Forwards cheques received to supervisor for posting.

• Inserts guest information into template letters for routine guest communication.

• Sends guests emails, faxes and posts charges and payments to guest accounts.

• Maintains and updates lost and found inventories.

Registration Services:

• Performs general office duties including telephone reception, photocopying, faxing, invoice preparation, mail sorting and completion of routine correspondence.

• Prints automated daily conference schedules from EBMS, distributes to appropriate departments.

• Participates in registration services activities including on-site registration and preparing delegate kits (name badges, material collating etc.)

• Provides information to conference delegates regarding conference activities via email or telephone.

• Provides clerical support to Registration Services Coordinator, Director of Conference Services and Conference Coordinators.

Cash Office:

• Count cash deposits

• Prepare daily deposit worksheets

• Process deposit summary & daily banking summary

• Prepare cash and process deposits

Accounts Receivable:

• Posts transactions in the accounts receivable ledger on property management system.

• Reviews, reconciles and if necessary corrects accommodation charges on accounts receivable accounts.

• Produces and processes invoices, statements and all related correspondence for A/R accounts.

• Responds to customer enquiries regarding accounts. Investigates and resolves complaints regarding discrepancies in consultation with Conference Services Managers and/or Front Desk Manager, initiates corrections when necessary.

Consequence of Error/Judgement

Poor communication, inadequate training of lower level classifications, lack of tact and diplomacy, and/or poor performance of front desk tasks can negatively impact revenue, jeopardize record keeping, damage the reputation of Conferences and Accommodation, reduce service levels, reduce guest satisfaction, and/or require intervention by managers.

Supervision Received

Work is performed under the general supervision of Front Desk Supervisors, Front Desk Manager, Reservations Manager and Rooms Manager. Works within well defined guidelines and procedures, but is expected to exercise initiative and judgment in establishing priorities and carrying tasks through to completion. New or unusual problems are referred to supervisor.

Supervision Given

None.

Minimum Qualifications
High school graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

High School graduation and one year of related training. High school graduation with courses in hospitality and customer service preferred.2 years relevant experience or the equivalent combination of education and experience. One year office or hospitality experience or 6 months relevant UBC experience.

Good verbal and interpersonal skills; excellent telephone manner.

Demonstrated accuracy and attention to detail.

Ability to type 45 wpm.

Willing to work flexible day, evening and graveyard shifts.

Available to work weekdays, weekends and holidays.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.