Reservations Coordinator

Room Bookings Coordinator / Room Reservations & Events
London
£35,000 to £38,000

Room Bookings Coordinator for London Financial Service Firm - Our client is looking to hire a Room Bookings Coordinator to join their firm on a permanent basis. Working DIRECTLY for this company with some of the BEST benefits in London. Gym, Bonus, Private Health, Private Dental and more. This role involves working closely with the Room Bookings team, the Client Liaison Coordinator, and Reception to deliver efficient and professional services to all clients, both internal and external. Building strong working and personal relationships based on confidence, confidentiality, and self-motivation is essential.

GOOD EXPERIENCE OF EITHER a 5* HOTEL RESERVATIONS / EVENTS TEAM / OR ROOM BOOKINGS TEAMS FROM A CORPORATE COMPANY - ESSENTIAL

Responsibilities:

The Room Bookings Coordinator will be part of the Reception Team, reporting directly to the Reception Manager, and will interact with the broader Facilities and Operations department. Key responsibilities include:

Room Bookings:

• Monitor and manage all room bookings proactively, ensuring optimal utilization while considering user requirements and practicalities.
• Maintain a thorough understanding of the room booking system (Manhattan Space Scheduling) and manage incoming emails effectively.
• Allocate and confirm the names of internal and external attendees.
• Confirm room bookings for the next day, ensuring facilities are properly allocated.
• Provide room numbers for daily internal meetings proactively.
• Update the Room Bookings and Reports Manual as needed, in collaboration with the Reception Manager.
• Keep the telephone book in the Hospitality Suite updated.

General Duties:

• Work collaboratively with colleagues and service providers to ensure high-quality service delivery.
• Coordinate with AV, catering, premises, and housekeeping teams to ensure adherence to service level agreements and timely provision of services.
• Communicate with Reception regarding room availability and service provider requirements.
• Work with porters to ensure room layouts are correctly set up and completed on time.
• Forward client and staff messages promptly and professionally.
• Complete early and late shift checklists as part of the reception handover process.
• Perform reception duties, including greeting clients for various events, meeting special requests, managing the reception brochure display, arranging taxi bookings, and organizing swears and affidavits.
• Process and distribute end-of-shift reports accurately.
• Update security and provide a comprehensive handover.
• Attend weekly coordination meetings and relay pertinent information to the Reception Manager.
• Wear a uniform and adhere to the Firm’s grooming guidelines.
• Serve as a Fire Warden and First Aider.