Intake + Scheduling Specialist

Intake + Scheduling Specialist

Location: US, Beaverton, Onsite, United States, NOAM

Company: BCD

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best, we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

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.

• 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 a 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.
• Travel requirements for this role are as follows:
  Less than 25%.

Flexible Working – We believe that a flexible working environment is key to getting the…