Scheduling / Room Booking Coordinator

Job Title: Scheduling / Room Booking Coordinator

East Hanover, NJ (On-Site)

Overview

WHAT YOU'LL DO

The Internal Meetings & Events (IME) Scheduling / Room Booking Coordinator plays a critical role in ensuring seamless scheduling and coordination of meeting spaces and related services for corporate meetings and events. This position serves as a primary point of contact for room booking requests, manages scheduling systems, and collaborates with internal teams and customers to deliver high-quality experiences for Client associates and stakeholders.

Day To Day Responsibilities

• Scheduling & Coordination
• Serve as a primary contact for global scheduling inquiries, providing guidance via phone, email, and other channels.
• Manage all aspects of IME room reservations, including approvals, declines, and adjustments using Outlook, SharePoint & ServiceNow (SNOW).
• Reserve rooms via generic mailboxes and ensure accurate calendar management.
• Monitor, categorize and respond to communications via multiple shared mailboxes, hotlines and chats.
• Adhere to multiple Standard Operating Procedures related to the role and scheduling requirements for various scenarios and locations.
• Act as a main resolver for scheduling requests in ServiceNow and any future enterprise systems, ensuring timely completion within SLAs.
• Secure meeting spaces based on customer requirements and availability.
• Coordinate room changes, cancellations, and escalations to minimize disruptions.
• Track and update event details in SharePoint and other IME systems.
• 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.
• Provide guidance and support to end-users for regarding room bookings.
• Key contributor to projects that require scheduling/booking intervention such as blocking rooms for maintenance and relocating meetings to alternative space.
• Customer & Team Collaboration
• Provide guidance to end-users and global booking teams.
• Monitor scheduling tools and escalate issues as needed.
• Participate in team meetings.
• Contribute to process improvements.
• Generate daily space schedule reports and ad-hoc reports for management.
• Partner with internal teams (AV, IT, REFS) to ensure meeting readiness and service quality.
• Assist in process improvement
• Operational Support (5% of Role)
• Process vendor invoices, chargebacks, and billing tasks (Accounts Payable Processing, Goods Receipt Management, accruals).
• Coordinate travel arrangements and submit expense reports.
• Order catering and office supplies; manage inventory and logistics.
  

Must-Haves

WHAT WE'RE LOOKING FOR

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

WHY YOU'LL LIKE WORKING HERE

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