Careers at comxo

Reservations Coordinator

Location

Datchet / Office Based

Hours & Working pattern

40 hours / 07:00 - 19:00 Flexi Monday - Friday

Department

Switchbaord

What will you be doing?

Reservations Coordinator is a highly visible role which demands extensive customer service skills, a high
level of professionalism and willingness to handle all planning and administrative details of meetings
and events. The ideal candidate must thrive in a challenging and fast paced atmosphere where
prioritising and multi-tasking are the norm. Exceptional attention to detail and first class organisational
skills are mandatory. This dynamic position will report to the Team Leader and work in a team
environment to produce meetings, events and additional projects as required.

This is an exciting opportunity for anyone who is looking for a friendly office environment to progress in.
We choose our people for their energy, attitude, and aptitude. All individuals at ComXo conduct
themselves in accordance with the company’s 4P’s values (Politeness, Professionalism, Personality and
Proficiency) at all times to internal and external stakeholders.

Your main responsibilities

  • Answer all calls, with politeness, proficiency, personality and professionalism, at all times
  • Answer all calls presented to you within the time limits (SLA) set for the call and handle
    according to the requirements of our client
  • Answer all emails within the time limits (SLA) set in accordance to the requirements of our client
  • Manage room booking requests and enquiries in a friendly, professional and timely manner
  • Book, amend and cancel meeting room bookings for one of the world’s largest corporations
  • Use initiative to avert issues that could arise in accordance to the company operational
    procedures
  • Coordinate between suppliers, such as catering, maintenance and storage to ensure a booking
    accurately meets the bookers request
  • Follow up waitlist procedures to ensure any overbooked rooms are provided with alternatives
  • To go above and beyond to accommodate bookers requests
  • Apply a problem-solving approach, offering solutions wherever possible
  • Multitask and liaise effectively with team members, suppliers, clients and partners to ensure the
    most efficient outcome is achieved
  • Fully understand the ethos of providing highest quality customer service and to deliver this at all
    times
  • Complete all administrative tasks requested by a client
  • Consistently carry out duties in a professional manner
  • Complete tasks listed on the Team’s Checklist as requested by the Team Leader
  • Ensure all relevant information is logged promptly and accurately for billing purposes
  • Support and advise colleagues where possible
  • Raise issues and ideas for improvements with your Team Leader
  • Undertake any other duties deemed reasonable, assigned to you by a member of the
    Switchboard Management Team
  • Be an inspiring communicator who openly and collectively drives great team spirit
  • Maintain positive relationships with the client to ensure we continue to exceed their
    expectations
  • Organise and prioritise workload to meet client demands
  • Adhere to ComXo’s confidentiality and data protection agreements regarding sensitive
    information
  • Maintain security measures; such as allowing people into the building, and adhering to cyber
    security procedures

Candidate Specification

Experience

Qualifications

Strengths

competencies
Competencies that are identified to clearly define the essential functions of this role.

Verbal Communication

The ability to communicate ideas and opinions to others in an adaptive language in such a way that messages are clearly understood by the intended audience

Active listening

The ability to capture relevant information from (non) verbal communication. The willingness to ask targeted questions and to consciously interact with people

Communicate

The ability and willingness to initiate contacts and to communicate in a clear manner

Problem Solving

The ability to judge information adequately and to come up with effective solutions

Gather Information

The focus and the ability to study and understand data, problems or persons, and - in general - to be informed on a specific topic.

reliability

The ability to honor agreements and to function in compliance with the existing procedures, guidelines and norms

Client Orientation

Receptive to the wishes and needs of clients. The willingness to investigate and understand theses and to adopt a proactive attitude

Organisation

The capacity to achieve results by identifying and managing the required actions, timing and resources in line with the planning

follow up & Control

The ability to monitor and control the evolution of activities and projects in terms of timing, quality and results

Accuracy

The ability to perform tasks meticulously and to obtain a high degree of accuracy and completeness due to considerable attention for details

initiative

The ability to detect and use opportunities by initiating things opposed to remaining passive. The willingness to take action, even when not explicitly called for

efficiency

The ability to manage efficiently the available time, efforts and resources, in function of the circumstances

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