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Conference Room Scheduler

3 months ago

Alexandria, United States ServiceSource Full time

Job Summary

The Conference Room Scheduler will be responsible for scheduling of the Mark Center conference rooms and auditorium, video teleconference (VTC) and audio-visual (A/V) support, conference catering and janitorial services for pre-event and post-event cleanup.

Primary Duties

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. These duties and responsibilities will be rated on the Annual Performance Review.

  • Provide customers with prompt, courteous service and resolutions.

  • Participate in daily staff meetings and pre-event planning meetings designed for new customers.

  • Provide customers with courtesy checks for Mark Center availability; If possible, send email confirmations within 1 hour.

  • Seek to exceed customer's expectations; send customer satisfaction surveys after the conclusion of each meeting.

  • Maintain accurate statistics on a daily basis.

Additional Duties

  • Enter complete cancellation details into the reservation system and confirm any meeting cancellations to the client by e-mail.

  • Identify booking conflicts or potential booking conflicts, suggest solutions and discuss conflicts with the conference room supervisor.

  • Execute daily call-around for next-day events, getting final confirmation of the meeting time, number of participants, audio visual presentation materials, room set-up, etc .

  • Participate in all other training required by funding source(s) and/or the Corporation.

  • Perform other responsibilities as assigned.

Qualifications: Education, Experience, and Certification(s)

  • High School diploma or General Educational Development (GED) required.

  • Minimum of 2 years' experience in administrative support, hospitality industry, or meeting planning required.

  • Most hold or be able to obtain a Top Secret/ SCI government security clearance, to meet current Network and/or government legibility requirements that apply or become applicable to this position.

Knowledge, Skills, and Abilities

  • Customer service oriented and be able to work in a fast-paced environment

  • Works well individually and as a team player

  • Must be dependable, reliable and punctual

  • Ability to follow directions

  • Requires excellent verbal and written skills

  • Basic typing skills

  • Working knowledge of Microsoft Office (Word, Excel, Outlook)

  • Knowledgeable in the use of conference center scheduling systems

  • Strong attention to detail and the ability to identify potential problems, i.e., scheduling conflicts, and provide positive solutions

  • Ability to multi-task, organize, prioritize and meet deadlines on a daily basis

  • Maintain a high level of performance with limited supervision

Supervision Received

General Supervision: The incumbent normally receives little instruction on day-to-day work and receives general instructions on new assignments.

Safety & Health Responsibilities

ServiceSource is committed to providing and maintaining a safe, secure and healthy work environment for all employees, persons-served, volunteers and visitors. As part of this commitment, ServiceSource has developed safety, security and occupational health policies, practices, guides and standards. With this understanding, all employees are required to:

  • Adhere to all local, state and federal safety and environmental codes, ordinances, standards and laws.

  • Adhere to all corporate and local safety plans, policies, practices and standards.

  • Be aware of and follow all safety rules of your work site.

  • Report any unsafe conditions or accidents to your supervisor.

  • Practice standard precautions (formerly universal precautions) always.

  • Participate in mandatory or available safety training.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; reach with hands and arms; and talk or hear. The employee is occasionally required to walk and sit. The employee may occasionally lift or move products and supplies, up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet.

ServiceSource is committed to hiring and retaining a diverse workforce and building an inclusive workplace. We are an Equal Opportunity and Affirmative Action Employer, making employment decisions without regard to a person's race, color, religion, sex (including pregnancy, sexual orientation, gender identity and transgender status), national origin, age (40 or older), veteran status, disability, or any other protected class. We are an E-Verify Employer and a drug-free workplace. Pre-employment background checks are required for all employment positions.

PAY TRANSPARENCY POLICY STATEMENT:

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information