We have an outstanding career opportunity for a Global Room Scheduler to join a leading Company located in the East Hanover, NJ surrounding area.
Salary: $70,000 - $80,000
The Internal Meetings & Events (IME) Global Roon Scheduler 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 Novartis associates and stakeholders.
Job 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.
- 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.
Basic Hiring Criteria:
- 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.
Benefits offered vary by contract. Depending on your temporary assignment, benefits may include direct deposit, free career counseling services, 401(k), select paid holidays, short-term disability insurance, skills training, employee referral bonus, and affordable medical coverage plan, and DailyPay (in some locations). For a full description of benefits available to you, be sure to talk with your recruiter.