Scheduling and Room Booking Coordinator (Anonymized)

 

• Client: A leading global Pharmaceutical/Life Sciences organization

• Location: Onsite role

• Duration: Six month contract to hire

 

Overview

 

The Scheduling and Room Booking Coordinator supports the Internal Meetings and Events team by managing corporate meeting space reservations and ensuring smooth coordination of room bookings and related services. This role serves as the primary contact for scheduling inquiries and partners with internal teams to deliver a consistent and high quality experience for associates and stakeholders at our client's facilities.

 

Responsibilities

 

 

Scheduling and Coordination

 

• Serve as the primary contact for global meeting space inquiries through phone, email and chat

• Manage all room reservation activity including approvals, declines and adjustments using standard calendar, collaboration, and service management platforms (e.g., MS Exchange, collaboration sites, and ticketing systems).

• Maintain accurate calendars and oversee generic scheduling mailboxes

• Monitor and categorize communications received through shared mailboxes, hotlines and chats

• Follow standard operating procedures for each location and scheduling scenario

• Act as the main resolver for service ticketing system scheduling requests and complete tasks within required timelines

• Secure meeting spaces based on customer needs and room availability

• Manage room changes, cancellations and escalations with minimal disruption

• Update meeting and event details in internal knowledge and scheduling systems

• Manage AV request approvals and maintain the AV request calendar and centralized scheduling mailboxes

• Assign onsite, hybrid and virtual meeting support staff

• Provide guidance to end users on room booking processes and requirements

• Support scheduling projects such as blocking rooms for maintenance and relocating meetings

 

Customer and Team Collaboration

 

• Assist end users and support global booking teams

• Monitor scheduling tools and escalate issues when necessary

• Participate in team meetings and contribute to process improvement initiatives

• Generate daily space usage reports and create ad hoc reports as needed

• Partner with Audiovisual (AV), Information Technology (IT) and Corporate Real Estate (CRE) teams to ensure meeting readiness and service quality

 

Operational Support

 

• Process vendor invoices, chargebacks and billing tasks including accounts payable updates, goods receipt logs and accruals

• Arrange travel and submit expense reports when required

• Order catering and office supplies and manage inventory and logistics

 

What We Are Looking For

 

 

Must Have Skills

 

• Strong communication skills with the ability to interact effectively at all levels of the organization

• A customer focused mindset with a commitment to delivering excellent service

• Exceptional organizational skills and strong attention to detail

• Ability to work independently while collaborating with local and global teams

• Proficiency in MS Outlook, collaboration platforms (like SharePoint), service ticketing platforms (like ServiceNow), and the Microsoft Office suite

• Ability to manage shifting priorities, busy schedules and multiple deadlines in a fast paced environment

• A proactive approach to identifying and resolving issues promptly

 

**We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, ethnic origin, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.**

 

#LI-BH1