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Room & Reservations Booking Coordinator
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Job Description: Job Title: Room Reservations & Booking Coordinator (IME) Job Type and Location: 12 Months Contract to Permanent role (Fulltime) || 100% Onsite || East Hanover, NJ Summary: We are seeking a highly organized and customer service-oriented Room Booking Coordinator. The ideal candidate will have a corporate and administrative background, be proficient with Microsoft Office Suite, and have experience with ServiceNow and SharePoint. Key Responsibilities: Meeting and Event Support: Manage scheduling services for the Meeting and Events Team, and the Collaboration and Conference Team. Room Booking: Search for available meeting rooms across all locations and manage rebooking as required. Stay well versed and up to date on the inventory and capabilities of meeting rooms and spaces throughout the estate. Client Interaction: Maintain a high level of professionalism when interacting with internal and external clients. Data Management: Perform timely and professional data entry of conference information, update room profiles as needed, and manage multiple shared mailboxes in relation to scheduling support. Conflict Resolution: Provide coordination management and support for scheduling conflicts, gather pertinent information for client escalations and report to management. Project Support: Provide support for projects related to scheduling and room booking, assist in process improvement, and provide guidance and support to end-users responsible for self-service meetings. Preferred Skills: Attention to detail and high level of organizational skills. Knowledge of vendor systems, tools, and processes. Ability to review and respond to Audio Visual Requests and assign them to appropriate technical support personnel. Proactive in reviewing, monitoring, and updating the AV Request Calendar and escalating any conflicts or issues. Collaborative mindset to work with clients, internal teams, and internal vendors to ensure meeting life cycle. Coordinate scheduling services to support NBS Global Internal Meeting and Events Team, and the East Hanover Collaboration and Conference Team. Main resolver for IME requests using centralized request portal (SNOW). Progress all IME tickets as required following the IME room booking coordinator SOP. Serve as a central point of contact to global customers providing scheduling guidance via phone, email, etc. Manage all aspects of the IME room reservation. Reserve the rooms in Outlook via generic mailbox, provide guidance on room availability, and approve/decline room reservations. Secure the customer meeting space based on customer’s requirements and availability. Enter and track initial event information into the IT SharePoint site and input updates as required. Coordinate any required room changes, i.e., moves, cancellations, blocks, etc. Escalate room booking issues impacting customers to management as required. Manage, maintain, and update documents and timelines for customer requests. Collaborate with clients, IT team, A/V team, REFS teams to ensure meeting life cycle. Provide guidance and support to end-users responsible for self-service meetings. Track and report any issues that resolver groups and/or customers are experiencing with the scheduling tools or processes. Collaborate and provide training/guidance to global room booking team as needed. Schedule and run room booking team meeting or any other required collaboration on topic. Assist in process improvement. Provide a daily report for USEH event space schedule. Provide relevant reports to the management team. #J-18808-Ljbffr
