Sky Systems, Inc. (SkySys)

Compensation

Full Description

Job Title: Scheduling / Room Booking Coordinator East Hanover, NJ (On-Site) WHAT YOU'LL DO Overview: 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. WHAT WE'RE LOOKING FOR Must-Haves: • 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 •