Scheduling Coordinator

Job Title: Scheduling Coordinator Location: East Hanover, NJ Position Type: Permanent, Direct Hire Salary Range: $65-70,000 (or higher/negotiable based on experience) Summary: The Scheduling Coordinator manages high-volume room bookings and daily scheduling operations within a fast-paced environment. This role ensures strict adherence to established booking processes, including templatized requests, ticketing workflows, and shared mailbox management. Acting as a primary point of contact for clients and internal stakeholders, the coordinator delivers an exceptional customer service experience while maintaining accuracy, efficiency, and clear communication across global teams. Responsibilities: Manage and oversee high-volume room reservations, ensuring accuracy and compliance with defined booking procedures. Adhere to structured scheduling workflows, including templatized requests, ticketing systems, and shared mailbox management. Maintain and monitor Audio Visual and room booking calendars to ensure proper assignment coverage and balanced scheduling. Serve as the primary resolver for requests submitted through centralized request portals and ticketing platforms. Act as a central point of contact for customers, providing timely scheduling guidance and support via phone, email, and messaging channels. Manage room reservations through Outlook and scheduling systems, including approvals, declines, modifications, cancellations, and space blocks. Secure meeting spaces based on client requirements, availability, and service needs. Coordinate room changes, relocations, and conflict resolution while minimizing disruption to meetings and events. Oversee scheduling mailboxes to ensure requests are processed promptly and consistently. Ensure timely and accurate processing of vendor invoices, billing items, and chargebacks. Maintain a strong customer service focus, delivering professional, responsive, and solution-oriented support. Qualifications: Proven experience managing high-volume room bookings in a corporate or enterprise environment. Strong understanding of structured booking processes, including templatized requests, ticketing systems, and shared mailbox workflows. Hands-on experience with scheduling and workplace management tools (e.g., Outlook, EMS, ServiceNow, SharePoint, or similar platforms). Demonstrated commitment to exceptional customer service and stakeholder support. Excellent organizational skills with the ability to manage multiple requests while maintaining precision and accuracy. Ability to work independently, prioritize effectively, and meet deadlines in a fast-paced setting. Strong verbal and written communication skills with the ability to collaborate across teams and regions. Proactive problem-solving mindset with the initiative to identify and resolve scheduling conflicts or process gaps. High attention to detail and ability to follow standardized procedures consistently.

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