Intake + Scheduling Specialist

BCD•Beaverton, OR

5d•$26 - $29•Hybrid

About The Position

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. 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.

Requirements

Client Intake
Qualification and Assessment
Space Scheduling
Event Collaboration
Client Communication
Venue Utilization Optimization
Documentation and Reporting
Continuous Improvement
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).

Nice To Haves

Bachelor's degree in hospitality management, business administration, event management, or a related field (preferred).

Responsibilities

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.
Assess client needs and event specifications to determine the most suitable venue spaces, ensuring alignment with capacity, amenities, and budgetary constraints.
Coordinate with venue managers and event planners to schedule appropriate spaces for client events, considering availability, room configurations, and logistical considerations.
Collaborate with internal teams to ensure seamless ownership transfer of scheduled events, communicating event details, requirements, and timelines effectively to all stakeholders.
Maintain ongoing communication with clients throughout the scheduling process, providing updates, addressing inquiries, and confirming booking details to ensure client satisfaction.
Strategically allocate venue spaces to maximize utilization and revenue generation, balancing client needs with operational considerations.
Maintain accurate records of client interactions, event bookings, and venue utilization data, generating reports as needed to track performance and inform decision-making.
Identify opportunities for process optimization and efficiency enhancement within the intake and scheduling process, implementing solutions to streamline workflows and improve client experience.