Scheduling / Room Booking Coordinator

Description

• Monitor, categorize and respond to communications via multiple shared mailboxes, hotlines and chats.
• Reserve rooms via generic mailboxes and ensure accurate calendar management.
• Provide guidance and support to end-users for regarding room bookings.
• Track and update event details in SharePoint and other IME systems.
• Manage all aspects of IME room reservations, including approvals, declines, and adjustments using Outlook, SharePoint & ServiceNow (SNOW).
• Coordinate travel arrangements and submit expense reports.
• Participate in team meetings.
• Adhere to multiple Standard Operating Procedures related to the role and scheduling requirements for various scenarios and locations.
• Monitor scheduling tools and escalate issues as needed.
• Contribute to process improvements.
• Coordinate room changes, cancellations, and escalations to minimize disruptions.
• Partner with internal teams (AV, IT, REFS) to ensure meeting readiness and service quality.
• Manage the AV Request Approvals, AV Request Calendar and centralized scheduling mailboxes.
• Assign support staff for onsite, hybrid and virtual meetings, ensuring proper resource allocation.
• Order catering and office supplies; manage inventory and logistics.
• Provide guidance to end-users and global booking teams.
• Act as a main resolver for scheduling requests in ServiceNow and any future enterprise systems, ensuring timely completion within SLAs.
• Assist in process improvement
• Process vendor invoices, chargebacks, and billing tasks (Accounts Payable Processing, Goods Receipt Management, accruals).
• Serve as a primary contact for global scheduling inquiries, providing guidance via phone, email, and other channels.
• Secure meeting spaces based on customer requirements and availability.
• Generate daily space schedule reports and ad-hoc reports for management.

Requirements

• Initiative in identifying and resolving issues promptly.
• Proficiency in Microsoft Outlook, SharePoint, and ServiceNow (or similar ticketing systems) as well as Microsoft Office suite.
• Excellent communication and customer service skills; ability to interact professionally with all levels of the organization.
• Ability to prioritize tasks, manage schedules, and handle competing deadlines in a fast-paced environment.
• Capability to work independently while also collaborating effectively across teams.
• Ability to collaborate effectively across teams on a local and global scale.
• Strong organizational and communication skills with exceptional attention to detail and accuracy.

Benefits

• Training and professional development opportunities
• Enjoyable and dynamic company culture

Training + Development

Interview process

Visa Sponsorship

Security clearance