Intake + Scheduling Specialist

About The Role

As an Intake & Scheduling Specialist, you will serve as the primary point of contact for clients seeking meeting and event spaces. Your role will involve qualifying meeting requests, understanding event requirements, and efficiently scheduling appropriate spaces to meet client needs while maximizing venue utilization.

If you are super detail oriented, customer service focused and a team player, read on!

• Client Intake:
  Act as the initial point of contact for clients requesting meeting and event spaces, gathering pertinent information such as event dates, attendance estimates, space requirements, and audiovisual needs.
• Qualification and Assessment:
  Assess client needs and event specifications to determine the most suitable venue spaces, ensuring alignment with capacity, amenities, and budgetary constraints.
• Space Scheduling:
  Coordinate with venue managers and event planners to schedule appropriate spaces for client events, considering availability, room configurations, and logistical considerations.
• Event
  
  Collaboration:
  
  Collaborate with internal teams to ensure seamless ownership transfer of scheduled events, communicating event details, requirements, and timelines effectively to all stakeholders.
• Client Communication:
  Maintain ongoing communication with clients throughout the scheduling process, providing updates, addressing inquiries, and confirming booking details to ensure client satisfaction.
• Venue Utilization Optimization:
  Strategically allocate venue spaces to maximize utilization and revenue generation, balancing client needs with operational considerations.
• Documentation and Reporting:
  Maintain accurate records of client interactions, event bookings, and venue utilization data, generating reports as needed to track performance and inform decision-making.
• Continuous Improvement:
  Identify opportunities for process optimization and efficiency enhancement within the intake and scheduling process, implementing solutions to streamline workflows and improve client experience.

• Previous experience in customer service, hospitality, event planning, or related field, with a strong understanding of meeting and event logistics.
• Excellent communication and interpersonal skills, with the ability to effectively engage with clients, venue managers, and internal stakeholders.
• Strong organizational and time management abilities, with the capacity to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
• Attention to detail and problem-solving skills, with the ability to analyze client needs and recommend appropriate solutions.
• Proficiency in scheduling software, CRM systems, and Microsoft Office Suite (e.g., Outlook, Excel, Word).
• Bachelor's degree in hospitality management, business administration, event management, or a related field (preferred).

• This role is hybrid, based in Portland, OR.
• Our standard working hours are 8:30 AM - 5:30 PM with an hour break.
• This role will require up to 50% travel.

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Intake + Scheduling Specialist is between $26.44 - $28.85 an hour. The actual pay depends on your skills, qualifications, experience, geographical location and project budget.