Description
Position at Opus
Position/ Title: Sr. Housing Coordinator
Department: Event Technology & Registration
Reports to: Sr. Manager or Director
Status: Full-Time, Salaried, Exempt
WHO WE ARE
OPUS AGENCY
Opus Agency is a future-forward full-service Global Events Agency with over 325 team members in the United States and the United Kingdom. As we look ahead to 2025 and beyond, our profound opportunity is to shape the future of events in an increasingly AI-infused world. In an era where digital interactions often dominate, the authenticity of real-world connections will become paramount. Events will emerge as the #1 priority for CMOs, driving brand success and fostering deep, meaningful relationships with audiences.
Our Event Technology & Registration team plays a critical role in this vision, partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce, as well as an ever-expanding roster of category creators and fast-growing global brands. With these clients, we don’t just respond to change; we shape it by pulling the future forward and leading them into a new era of event marketing. As a Sr. Housing Coordinator, you will be at the forefront of this mission, driving innovative and impactful strategies that align with this events-driven vision for the future.
WHAT WE ARE LOOKING FOR
The Sr. Housing Coordinator will serve as support for a multitude of events varying from small to large scale. The role is responsible for executing tasks related to the housing process for those attending in person events while collaborating with multiple teams. This includes providing 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 and housing cycle.
The Sr. Housing Coordinator is responsible for pulling and preparing reports, analyzing data, and supporting onsite registration and housing 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.
YOU SHOULD HAVE
- 2-3+ 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. Experience with the following tools preferred:
- Customer service platforms: Zendesk, Freshdesk and Help Scout.
- Registration platforms: Cvent, Rainfocus, Stova (Aventri, eventcore, MeetingPlay) and Swoogo
- Housing platforms: Passkey, OnPeak, Lenos, Swoogo, Stova, Rainfocus
- Strong project management skills
- Bachelor's degree from four-year institution is preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Collaborates and works within a team to support the registration and housing 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
- 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
- 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
- Builds/adjusts content on hotel page of website as necessary
- Establishes hotel billing procedures; oversees the financial closing of hotel billing including complicated master bills
- ONSITE: may attend pre-event site visit, attends hotel pre-con, and handles attendee, hotel, and client escalations related to housing.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Displays strong critical thinking, organizational, and analytical capabilities.
- Strong project management skills.
- Demonstrate strong verbal and written communication and presentation skills
- Ability to effectively prioritize workload on multiple projects & events simultaneously.
- Successfully perform in high stress, fast-paced environment.
- Accept changes with short notice and tolerate frequent interruptions.
- Ability to maintain high levels of confidentiality.
- Work cooperatively with other employees, vendors, and clients.
- Strong attention to detail with ability to see the big picture
- Portray professional presence through superior communication, presentation, promptness, and appearance.
- Microsoft Office suite program experience (Outlook, Excel, PowerPoint, OneNote) as well as G Suite application experience; Excel and spreadsheet experience strongly preferred.
- Language Skills - Ability to write reports, business correspondence, and procedure manuals. Ability to present information and respond to questions from a group of managers, clients, customers, or the public. Ability to interact both on a one-to-one and group basis.
- Mathematical Skills - Ability to apply concepts of basic algebra and geometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to create, monitor and understand budgets, debits, credits, and reconciliation.
- Reasoning Skills - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
TRAVEL AND FLEXIBLE SCHEDULE REQUIRED
This position may be required to travel to attend events. Air travel and overnight stays are required. There will occasionally be the need to work outside standard business hours.
HOW WE’LL TAKE CARE OF YOU
Our job titles may span more than one career level. The starting salary for this role is between $55,000 and $64,000. Our salary ranges are based on third-party national average market compensation analysis. The actual salary is dependent upon many factors, such as training, transferable skills, work experience, business needs, and market demands. The salary range is subject to change and may be modified in the future.
In addition, you can expect:
- Full time position
- Opportunities for growth and development
- Health & Dental Insurance (choice of plans)
- 100% Employer paid short-term disability and life insurance
- Opportunity to elect additional life insurance and LTD insurance at employee expense
- Paid parental leave
- Opportunity to contribute pre-tax dollars to flexible spending accounts
- 401(K) with employer match
- Flexibility in work schedules
- Generous time off
NOT SURE IF YOU SHOULD APPLY?
Studies show that those identifying as under-represented individuals might have talked themselves out of applying at this point. Don’t worry about checking every single box. At Opus Agency we are dedicated to building a diverse, inclusive, and authentic team – so if you’re excited about this role, but your past experience doesn’t align perfectly with every single qualification in this job description, we encourage you to apply anyway. You may just be the right candidate for this role, or we may have other roles that better align with your skillset.
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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