Reservations/Meeting Coordinator

Job Description

Job Description

The Reservations/Meeting coordinator, under the direct supervision of the Supervisor/Manager is responsible for managing all aspects of meeting room reservations, including taking initial inquiries, coordinating with clients to understand their needs, booking appropriate spaces, handling cancellations and changes, ensuring accurate room set-up, and communicating details to relevant departments to guarantee smooth meeting execution; essentially acting as the primary point of contact for meeting room bookings while maintaining detailed records and adhering to established policies.

Responsibilities:

• Physically setup conference room set-ups for the day, place requested equipment/supplies (flipcarts, special room configurations, etc.) in the appropriate rooms.
• Physically reset the tables and chairs according to the floor layout and requested equipment/supplies collected and placed back in storage.
• Manage and oversee Special Event set-ups to include adhering to the External Catering Policy.
• Reserve conference rooms for employees.
• Reserve special event spaces for employees.
• Answer questions and inquiries about the different rooms and special event spaces through teams, phone and email.
• Meet with clients in person and virtually to discuss their event needs.
• Stores and secures all tables, chairs, and equipment in an organized manner.
• Monitor monthly numbers of activities (set-ups, calls, emails, etc.)
• Enter tickets for engineering requirements
• Problem Solve - There might be times when we must be creative and think outside the box to accommodate requests
• Create room diagrams using Lucid Chart.
• Edit and Modify PDF layouts.
• Maintaining Special Events Calendar (excel) and keeping it accessible on Share Point. Be prepared to lead and share upcoming events during the Weekly Status Meeting.
• Function as liaison between employees and respective teams (Engineering, A/V, Facilities, Catering).
• Provide excellent customer service.
• Other duties assigned by supervisor/manager.

Qualifications:

• Minimum HS Diploma or equivalency required
• Working knowledge of office services operations
• 1-3 year experience with Microsoft Products including: Word, Excel, Outlook, and Teams
• Must demonstrate exceptional customer service skills; adaptable to a dynamic environment while possessing strong interpersonal skills
• Must be able to learn new skills quickly
• Flexible and able to juggle multiple, and at times, conflicting priorities
• Strong initiative required; ability to work independently with minimal direct supervision
• Able to remain diplomatic in stressful situations; team oriented and has the capacity to build strong working relationships both within the team and with external stakeholders/customers
• Exhibits superior verbal and written customer service skills
• Maintains confidentiality while working with highly sensitive materials
• Able to walk, bend, kneel, stand, and/or sit for extended periods of time
• Able to lift or move 50lbs or greater at times