Scheduling Coordinator

Role: Workplace Coordinator – Scheduling Location: San Francisco / onsiteDuration: 12 months contract with possible extn.Job Description:Strong knowledge and hands-on use of Google Calendar and Slack.Responsibilities:Meeting Scheduling: Own the booking queue for internal meetings in the EBC and amenity spaces. Take in requests, confirm timing, headcount, and room fit, place bookings on the room calendars, and send confirmations to meeting hosts and their administrative partnersConflict Resolution: Review the calendar daily and a week ahead to catch double bookings, missing turnover time, and poor room fits. Work with the Workplace Experience Lead and Administrative teams to reshuffle, offer alternatives, and manage holds, cancellations, and recurring bookingsDay-of Coordination: Prepare the daily meeting schedule, pass setup and technology needs to Facilities, AV/IT, and hospitality teammates, confirm each room is ready before its start time, and adjust quickly when meetings run long, move, or are added last minuteStakeholder Communication: Serve as the primary point of contact for meeting hosts and administrative teams on space availability, booking lead times, and space guidelines, and keep them informed of any changes to their bookingsEvent Support: Assist with room setup and breakdown according to specifications, ensuring all technology, furniture, and amenities are properly configuredAdministrative Support: Keep booking records and room-usage notes current, help document scheduling procedures, and help the Workplace Experience Lead organize information for monthly reportsFront Desk Backup: Provide backup coverage at the EBC front desk during the Front Reception Coordinator's breaks, lunches, and time off (greeting and checking in guests, issuing badges, receiving deliveries). This is a secondary responsibility; scheduling remains the priority