Confidential rooms booking coordinator

Job Title: Confidential rooms booking coordinator

Rate of Pay: £12.71 Per Hour

Salary: £19,000-£19,500 Per Annum

Contract: Permanent

Type of Employment: Part Time

Hours: 24 Hours Per Week

Location: Ernst & Young - London - 1 More London Place

Scope:

To support the Confidential Room Bookings Team in the delivery of seamless, high quality, confidential room bookings administration to support the Client's business needs.

Purpose

Management of requests, maintenance and utilisation of 59 Confidential Project Rooms across the London estate at 1ML and 25CP.

• Maintenance of room collections on the Enterprise Reservations System (ERS).
• Access to rooms using access control system managed by the booking team.
• Manage requests and utilisation for MLP and support for 25CP when required.
• Support with system maintenance, room configuration, reporting etc.
• Booking in new project request
• Delivery of Client feedback
• Client issue resolution
• Supporting service providers coordination
• Timely and informative reporting
• Room collection accuracy and relevance
• Meeting and exceeding all SLAs (both internal and external)

Key Responsibilities

• Managing requests for confidential rooms ensuring maximum usage of project space.
• Client facing reception desk duties during working hours Monday to Friday, including meeting and greeting guests, assisting with enquiries and offering general assistance.
• Auditing rooms and working areas twice daily for utilisation, cleanliness and facilities.
• Attending regular meetings.
• Internal (EMS) Booking system maintenance / upkeep.
• Updating the daily report spreadsheet.
• Sending weekly emails to project ending.
• Providing MI from the ERS booking system.
• To be a Brand Ambassador for the business.
• To provide a high level of consistency in service standards and to be the first point of contact for service provision.
• Build effective working relationships and maintain regular communication with individuals from all areas of the business.
• To be polite, courteous and presentable, promoting a professional image to all clients and colleagues.
• To display a conscious effort to achieve annual objectives and attend quarterly review meeting.
• Adhere to the company's standards and procedures.
• Other duties as reasonably required of you.

Service Delivery

• To support the Client business continuity processes.
• To ensure that service levels are being met in all working areas.
• Is able to prioritise tasks based on importance and urgency requirements.
• Maximises efficient use of time and resources and is methodical in carrying out tasks to ensure individual and team targets are met.

Client Management

• Raises the profile of customer issues internally, encourages others to consider customer perspective in internal forums.
• Anticipates and responds to customer needs proactively.
• Shares customer feedback with others to identify potential problems before they happen.
• Shares ideas for improving customer service with colleagues.
• Can build strong relationships with customers (internal and/or external).

Experience and Attributes

• Remain flexible and support the team during unexpected operational issues.
• Excellent people skills.
• Ability to communicate with people at all levels up to Senior Management.
• Excellent customer service ethos.
• Able to summarise and present data effectively
• Good, accurate keyboard skills/data input
• Fluent in English (speaking, listening and writing)
• Flexible and open-minded person

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