Scheduling and Booking Coordinator
Client
A leading global Life Sciences organization
Location
Onsite
Duration
Six month contract to hire
Role Overview
The Scheduling and Booking Coordinator plays a key role in supporting the Internal Meetings and Events team by independently managing corporate meeting space reservations and related services. This position serves as the central point of contact for all scheduling requests and operates with a high level of ownership, accuracy, and accountability. The role partners closely with internal stakeholders to ensure a seamless and high quality meeting experience across the organization’s facilities.
Key Responsibilities
Scheduling and Coordination
• Act as the primary point of contact for global meeting space inquiries via phone, email, and chat
• Own the full lifecycle of room reservations including approvals, declines, changes, and cancellations using enterprise scheduling and service management platforms
• Maintain accurate calendars and oversee shared scheduling mailboxes
• Monitor, categorize, and respond to communications received through shared inboxes, hotlines, and chat channels
• Apply standard operating procedures across locations and scheduling scenarios with consistency
• Resolve scheduling related service tickets independently within established service level timelines
• Secure meeting spaces based on business needs, capacity requirements, and availability
• Manage escalations and last minute changes with minimal disruption to stakeholders
• Update meeting and event information in internal scheduling and knowledge systems
• Review and approve audiovisual requests while maintaining centralized AV calendars and mailboxes
• Coordinate and assign onsite, hybrid, and virtual meeting support resources
• Provide clear guidance to end users on booking procedures and room usage requirements
• Support scheduling initiatives such as room blocks for maintenance and meeting relocations
Customer and Team Collaboration
• Support internal clients and collaborate with global booking teams
• Monitor scheduling tools and proactively escalate system or capacity issues when needed
• Participate in team meetings and contribute ideas for process improvements
• Produce daily space utilization reports and generate ad hoc reporting as requested
• Partner with Audiovisual, Information Technology, and Corporate Real Estate teams to ensure meeting readiness and service excellence
Operational Support
• Process vendor invoices, chargebacks, and billing activities including accounts payable updates, goods receipt documentation, and accrual tracking
• Coordinate travel arrangements and submit expense reports when required
• Order catering and office supplies while managing inventory and logistics
Qualifications and Skills
Required Skills
• Strong written and verbal communication skills with the ability to engage effectively at all organizational levels
• Customer focused mindset with a strong commitment to service quality
• Exceptional organizational skills and attention to detail
• Ability to work autonomously while collaborating with local and global teams
• Proficiency with Microsoft Outlook, SharePoint, ServiceNow or similar ticketing platforms, and the Microsoft Office suite
• Proven ability to manage competing priorities, high volume schedules, and multiple deadlines in a fast paced environment
• Proactive and solutions oriented approach to identifying and resolving issues
**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.**
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