Scheduling Coordinator at AVI-SPL in Hanover, New Jersey

Job Description:

Description




WHO WE ARE



AVI-SPL is a digital enablement solutions provider who transforms how people and technology connect to elevateexperiences,create new value, and enableorganizations to thrive and grow. We are the largest provider of collaboration technology solutions, which include our award-winning managed services.


Our highly certified industry experts and innovation leaders share a vision to help people work smarter and live better. We believe that success starts with a sound team and that an inclusive and diverse workplace moves us all forward.



Day-To-Day Responsibilities:

• All current scheduling duties
• Responsible for managing the AV Request Calendar and scheduling oversight,
• Responsible for Assigning Support - onsite and virtual teams
• Monitor and Maintain Audio Visual calendar to ensure assignments are properly done and evenly
• Oversee Tickets
• Oversight and assist with management of Scheduling Mailboxes
• Responsible for ensuring the timely and accurate processing of vendor invoices and chargebacks (Billing Coordination)

Room Booking Coordinator

• Coordinate scheduling services.
• Main resolver for requests using centralized request portal (SNOW)
• Progress all tickets as required following the room booking coordinator SOP
• Serve as a central point of contact to global customers providing scheduling guidance via phone, email, etc.
• Manage all aspects of the room reservation. Reserve the rooms in Outlook via generic mailbox, provide guidance on room availability, approves/declines room reservations.
• Secure the customer meeting space based on customer's requirements a availability
• Enter and track initial event information into the IT SharePoint site and input updates as required.
• Coordinate any required room changes i.e. moves, cancellations, blocks etc.
• Escalate room booking issues impacting customers to management as required
• Manage, maintain, and update documents and timelines for customer requests.
• Collaborate with clients, IT team, A/V team, REFS teams to ensure meeting life cycle
• Provide guidance and support to end-users responsible for self-service meetings.
• Track and report any issues that resolver groups and or customers are experiencing with the scheduling tools or processes
• Collaborate and provide training / guidance to global room booking team as needed
• Schedule and run room booking team meeting or any other required collaboration on topic
• Assist in process improvement
• Provide daily report for event space schedule
• Provide relevant reports to management team
• Assist with the billing coordination for the team:
• Accounts Payable Processing
• Goods Receipt (GR) Management
• Invoice Management
• Accruals

WHAT WE'RE LOOKING FOR




Must-Haves:

• Effectively communicate with employees, customers and colleagues
• Ability to work and think independently and ensuring to meet deadlines
• Strong organizational and communication skills, proficiency in scheduling tools (like Outlook, SharePoint, SNOW), and the ability to collaborate effectively across teams.
• Ability to manage multiple tasks with accuracy and precision.
• Capability to prioritize tasks, manage schedules, and handle competing deadlines.
• Commitment to providing excellent service and meeting client needs.
• Initiative in identifying and resolving issues promptly.

WHY YOU'LL LIKE WORKING HERE

• Medical benefits, including vision and dental
• Paid holidays, sick days, and personal days
• Enjoyable and dynamic company culture
• Training and professional development opportunities

MORE ABOUT US



AVI-SPL is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, disability status, or membership in any other group protected by federal, state, or local law. AVI-SPL is an AA/Disabled/Veteran Protected Employer VEVRAA Federal Contractor. Apply Now