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ROOM BOOKING CLERK - EXPERIENCED ONLY |
|---|
Administration - Administrator |
in London City |
| With over 50 meeting rooms to co-ordinate
Our client is looking for a candidate who has been a room booking clerk within Large corporate firm - PLEASE ONLY APPLY IF YOU HAVE THIS EXP. Job title: Room bookings clerk 1 Job purpose (a) To provide a knowledgeable, informed, courteous and efficient telephone room bookings service for the firm's London meeting rooms. (b) To ensure that all rooms are allocated and meetings prioritised effectively, to maximise appropriate usage of rooms. (c) To service, and be responsive to, the needs and requirements of individual meetings and our client base as a whole. 2 Dimensions (a) The firm currently occupies 7 London offices accommodating approximately 11,000 partners and staff. (b) The room bookings team currently comprises 9 staff, including 1 administrator. Meeting rooms are booked for all London offices as The jobholder will play a crucial role in keeping all meeting rooms effectively utilised, and will be able to prioritise appropriately and allocate rooms accordingly. The jobholder is expected to advise on room availability and suitability, and will be able to express a knowledge and understanding of the diversity of meeting requirements. The jobholder is expected to liaise with other service areas to ensure that all meeting requirements are fully met to the best of our ability. 4 Main responsibilities - Answer all calls promptly and efficiently in accordance with the automatic call distribution facility. - Advise on room availability and suitability: provide room descriptions, configuration options and information on facilities on request. - Log booking details on computerised booking system. - Co-ordinate booking requirements. - Implement booking amendments on request, ensuring all related communication is carried out. - Prioritise and re-allocate meeting rooms when necessary or appropriate, keeping all parties informed. - Establish close working relationship with meeting room co-ordinators/caterers/ house services/reception/I&P Helpline/cleaners to maximise operational efficiency of the room bookings facility. - Phone through any 'as soon as possible' requests to the relevant service area promptly, ensuring booking details are simultaneously maintained. - Take beverage bookings for offices on the floors. - Take equipment ? including data projector ? bookings, including for offices on the floors. - Maintain an up-to-date waiting list via the computerised booking system: check against any cancellations received at every available opportunity. - Liaise with security on all weekend bookings and confidential requirements pertaining to meeting rooms (rooms to be kept locked etc.). 5 Decision making Decisions will be made within prescribed guidelines and in accordance with booking procedures. 6 Job knowledge, skills and experience The jobholder will ideally have experience of a busy switchboard environment, be computer literate and have excellent communication skills ? with a particularly good telephone manner. A knowledge of conference and/or hotel bookings is also desirable. The jobholder must be a responsible individual with a proven background of good customer relations. Accuracy in the input of data and booking details is absolutely crucial, as is the ability to impart information in a clear, concise and easily understood way. The jobholder must be able to work effectively both as part of a team and individually, with the ability to work under pressure when necessary. Patience and tact are desirable qualities, particularly when dealing with demanding people and/or unusual requests. 7 Job challenge The role itself is largely 'static' and of a repetitive and recurring nature, although there is day-to-day variety in booking requests. Meetings play a key role in any business, and the room bookings team are responsible for ensuring that the meeting rooms are booked appropriately and fully utilised. The right candidate will enjoy telephone contact, rather than face-to-face client contact, and will take pride in providing this essential core service through a genuine desire to assist, and through informative and efficient service delivery. |
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