Intake + Scheduling Specialist

Intake & Scheduling Specialist

As an Intake & Scheduling Specialist, you will serve as the primary point of contact for clients seeking meeting and event spaces. Your role involves 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 engage effectively 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.
• Standard working hours: 8:30 AM – 5:30 PM with an hour break.
• Requires up to 50% travel.

• Flexible working environment and support for remote work.
• Opportunities for growth and learning with clear ownership of career development.
• A culture that values every voice and fosters open conversations.
• Global mobility and diverse career paths across locations.
• Comprehensive healthcare, retirement plans, education support, travel and hotel discounts, volunteer and sustainability opportunities, and employee recognition programs.
• Positive leadership that encourages support throughout your journey.

Compensation: $26.44 – $28.85 per hour (salary may vary based on experience, location, and other factors).