Conference Room Coordinator (FT) Boxborough MA
Pitney Bowes - Boxborough, MA

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Location: Boxborough, MA, US
Description Pitney Bowes Management Services (PBMS) provides on-site and off-site outsourced mail, print and document management solutions to the Fortune 1000, American Legal 200 (PBLS) and Federal Government agencies. PBMS is a division of Pitney Bowes Inc., a mailstream technology company that helps organizations manage the flow of information, mail, documents and packages. Our 33,000 employees deliver technology, service and innovation to more than two million customers worldwide. The company was founded in 1920 and annual revenues now total $5.6 billion. More information is available at and . Key responsibilities include:
Maintaining highest levels of customer service while demonstrating a friendly and cooperative attitude
Greeting the host upon his or her arrival to the meeting room and ascertaining any new requests
Responding to numerous phone calls and emails with new meeting requests
Identifying booking conflicts or potential booking conflicts, suggesting solutions
Conferring with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner
Communicating to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings
Carrying out daily "call-arounds" for next-day events, getting final confirmation of the meeting's time, number of participants, Audio Visual presentation materials, room set-up, etc
Checking that meeting rooms are set-up correctly, with the proper equipment and amenities, prior to the start of meetings
Handling meeting room bookings, utilizing the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization
Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc
Corresponding via email using Microsoft Outlook
Effectively addressing and resolving client and customer concerns and/or complaints
Data entry & word processing using Microsoft Office Suite
Developing a familiarity with the building occupants for whom you are assisting
Keeping statistical data on services provided Other duties and responsibilities include:
Demonstrating flexibility in satisfying customer demands in a high volume, production environment
Consistently adhering to business practice guidelines and policies
Taking direction from supervisor or site manager
Participating in cross-training
Providing lunchtime and other short-term coverage for members of the Receptionist staff
Maintaining all logs and reporting documentation with attention to detail
Adhering to all safety procedures
Provide special project and administrative support on an ad hoc basis. This is a short-term position with Pitney Bowes, for a maximum of two years. All interested individuals must apply online. Pitney Bowes is an Equal Employment Opportunity/Affirmative Action Employer that values diversity and inclusiveness in the workplace. Woman, Minorities, Individuals with Disabilities and Veterans are encouraged to apply. Qualifications The ideal candidate will demonstrate the following qualifications:
Work effectively with a diverse range of individuals and groups
6 months customer service and conference room coordinator related work experience
Excellent verbal and written communication skills
Working knowledge of MS Outlook or similar email programs (i.e.: Lotus Notes, Hotmail, MSN, or AOL) required
Working knowledge using Windows or similar operating systems (i.e.: Mac, Linux)
Ability to effectively work individually or within a team in a fast paced environment
Self-motivated and possess a strong sense of responsibility
Competency in performing multiple functional tasks
Willingness to cross-training for other job functions
Able to delegate and complete assigned tasks
Provide a professional manner and appearance when on duty.
Lifting up to 40 pounds or maximum allowed by current State Law with or without accommodations
Ability to stand, sit, and walk for long periods of time with or without accommodations

About this company
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Pitney Bowes, a global technology company, provides shipping & mailing solutions, data management software, and location...