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Guest Relations Coordinator

California Institute of Technology

Details

Posted:

October 30, 2025

Location:

Pasadena, California

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Guest Relations Coordinator

Caltech

Job Category: Parttime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

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 https://www.athenaeumcaltech.com/.

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 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 are a must.
Must be able to work under limited supervision and perform multiple assignments in a dynamic workplace environment.
Basic accounting skills required.

Preferred Qualifications

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

Required Documents

Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

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

Internal Number: 6686533

About California Institute of Technology

The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.

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Guest Relations Coordinator

California Institute of Technology

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