Scheduling Coordinator

WHO WE ARE

AVI-SPL is a digital enablement solutions provider who transforms how people and technology connect to elevate experiences, create new value, and enable organizations to thrive and grow. We are the largest provider of collaboration technology solutions, which include our award-winning managed services.

Our highly certified industry experts and innovation leaders share a vision to help people work smarter and live better. We believe that success starts with a sound team and that an inclusive and diverse workplace moves us all forward.

The Internal Meetings & Events (IME) Scheduling / Room Booking Coordinator plays a critical role in ensuring seamless scheduling and coordination of meeting spaces and related services for corporate meetings and events. This position serves as a primary point of contact for room booking requests, manages scheduling systems, and collaborates with internal teams and customers to deliver high-quality experiences for Novartis associates and stakeholders.

Day to Day Responsibilities:

• Scheduling & Coordination
• Serve as a primary contact for global scheduling inquiries, providing guidance via phone, email, and other channels.
• Manage all aspects of IME room reservations, including approvals, declines, and adjustments using Outlook, SharePoint & ServiceNow (SNOW).
• Reserve rooms via generic mailboxes and ensure accurate calendar management.
• Monitor, categorize and respond to communications via multiple shared mailboxes, hotlines and chats.
• Adhere to multiple Standard Operating Procedures related to the role and scheduling requirements for various scenarios and locations.
• Act as a main resolver for scheduling requests in ServiceNow and any future enterprise systems, ensuring timely completion within SLAs.
• Secure meeting spaces based on customer requirements and availability.
• Coordinate room changes, cancellations, and escalations to minimize disruptions.
• Track and update event details in SharePoint and other IME systems.
• Manage the AV Request Approvals, AV Request Calendar and centralized scheduling mailboxes.
• Assign support staff for onsite, hybrid and virtual meetings, ensuring proper resource allocation.
• Provide guidance and support to end-users for regarding room bookings.
• Key contributor to projects that require scheduling/booking intervention such as blocking rooms for maintenance and relocating meetings to alternative space.
• Customer & Team Collaboration
• Provide guidance to end-users and global booking teams.
• Monitor scheduling tools and escalate issues as needed.
• Participate in team meetings.
• Contribute to process improvements.
• Generate daily space schedule reports and ad-hoc reports for management.
• Partner with internal teams (AV, IT, REFS) to ensure meeting readiness and service quality.
• Assist in process improvement
• Operational Support (5% of Role)

• • Process vendor invoices, chargebacks, and billing tasks (Accounts Payable Processing, Goods Receipt Management, accruals).
  • Coordinate travel arrangements and submit expense reports.
  • Order catering and office supplies; manage inventory and logistics.

WHAT WE’RE LOOKING FOR

Must-Haves:

• Excellent communication and customer service skills; ability to interact professionally with all levels of the organization.
• Commitment to providing excellent service and meeting client needs.
• Strong organizational and communication skills with exceptional attention to detail and accuracy.
• Ability to collaborate effectively across teams on a local and global scale.  
• Proficiency in Microsoft Outlook, SharePoint, and ServiceNow (or similar ticketing systems) as well as Microsoft Office suite.
• Ability to prioritize tasks, manage schedules, and handle competing deadlines in a fast-paced environment.
• Initiative in identifying and resolving issues promptly.
• Capability to work independently while also collaborating effectively across teams.

WHY YOU’LL LIKE WORKING HERE

• Medical benefits, including vision and dental
• Paid holidays, sick days, and personal days
• Enjoyable and dynamic company culture
• Training and professional development opportunities

MORE ABOUT US

AVI-SPL is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, disability status, or membership in any other group protected by federal, state, or local law. AVI-SPL is an AA/Disabled/Veteran Protected Employer VEVRAA Federal Contractor.