Reservation and Premises Allocation Agent

About the Role

The primary and usual role of the employee in this position involves performing administrative tasks of a relatively complex nature according to established guidelines or procedures. This role is responsible for booking and allocating various premises and rooms for the University and external organizations, adhering to current regulations. The position ensures the material organization of the reserved premises and rooms, excluding audiovisual equipment.

Responsibilities

• Receive internal and external reservation requests, identify optimal solutions for maximizing space utilization, and assign rooms considering constraints and availability.
• Establish contact with relevant parties as needed for reservation confirmations.
• Analyze and allocate the use of teaching activity spaces based on expressed needs.
• Prepare and forward work requests for room allocations that require modifications or maintenance.
• Liaise with security to ensure coordinated reservations regarding access and room closure, and issue access cards.
• Maintain records of room usage and reservations, prepare various data, and compile statistics.
• Enter data necessary for updating information systems related to the unit.
• Complete contracts for room and furniture rentals and transmit necessary data for billing.
• Conduct site visits to verify that the condition of the premises meets the requirements of the reservations.
• May be involved in training new staff in the unit or employees in similar roles.
• Perform any other related tasks of a similar or lower level as needed.

Requirements

• Possession of a Professional Studies Diploma (DEP) in a relevant field, or a Secondary School Diploma (DES), or an equivalent recognized qualification.
• Relevant experience is desirable.
• Strong interpersonal communication skills.
• Ability to effectively convey information.
• Demonstrated autonomy and attention to detail.
• Organizational skills.
• Client-oriented approach.
• Good command of French, both spoken and written.
• Proficiency with common software and technological environments.

Perks

• The University of Quebec in Outaouais (UQO) is committed to the equal employment opportunity program.
• UQO encourages applications from women, visible minorities, ethnic minorities, Indigenous peoples, and persons with disabilities.
• UQO will contact only those selected for the selection process.
• Accommodation measures can be provided upon request during the selection process.

Eligibility

This position is open to all qualified candidates. UQO is committed to promoting diversity and inclusion in its workforce.

Education Required

DEP or DES or equivalent