[Hiring] Meeting Room Booking Administrator @HRS Talent Solutions

Role Description

Even when the administrator works remotely, staff still need meeting rooms reserved correctly at their office locations. This role checks approved room requests against the online calendar, records confirmed reservations and flags conflicts to the people who can resolve them. You would not decide whose meeting has priority in a dispute, change a building’s capacity or guarantee equipment that facilities has not confirmed.

A booking with the right details:

• The request should identify the site, date, times and expected number of people.
• Some rooms have a listed capacity or a specified use.
• Follow the employer’s booking rules and check the calendar before confirming a space.
• If a requester gives only “the big room next Tuesday”, ask for the details needed to identify the correct location and time.
• A room name may exist in more than one office; choose the site from the approved request, not from memory.

You may enter a booking once it meets the stated conditions:

• Check that the saved reservation includes the right start and end, organiser and room.
• If the request overlaps an existing event, leave it pending and show the available alternatives only if the process allows.
• Do not delete an earlier booking to make the new one fit.
• Where a meeting needs a projector or a particular seating arrangement, note the request and route it to the responsible facilities team rather than promise the setup.

Changes and cancellations:

• A meeting may be shortened, moved online or cancelled after the room was reserved.
• Read the current instruction, update the correct calendar entry and tell the organiser what has been confirmed.
• A change to the meeting invitation does not always release the physical room automatically.
• Check both records if they are assigned to you.
• If another team manages the invitation, coordinate the handoff so the organiser is not left with two different times.

The work also involves keeping an audit trail:

• A cancelled booking should show what happened; an unapproved request should not look confirmed.
• Customer service habits help when a colleague is disappointed that a room is unavailable.
• Give the factual calendar status and the permitted options, then refer a priority decision to the owner.
• Written replies should be brief and specific to the room and date.

Routine checks:

• Match the request to the correct office location and room.
• Check capacity and permitted use from approved guidance.
• Confirm availability before entering a reservation.
• Flag overlaps and uncertain instructions without guessing.
• Update a booking after an authorised change.
• Check that a cancellation releases the assigned room.
• Note equipment needs for the team that manages them.
• Keep the organiser informed of the confirmed status.

This is online, remote work from a home office, using a shared calendar and messages. The employer will train you on its sites, room names and authority boundaries. Prior reception or scheduling experience is helpful but not essential. You should be comfortable comparing dates and names and leaving a visible question when the request is incomplete. The company will confirm the exact hours and pay arrangement for its opening.

A recurring meeting needs a check beyond its first date:

• A weekly booking might collide with a public holiday closure or another approved event several weeks later.
• Look at the whole requested period before confirming the series.
• If one date cannot be accommodated, ask the organiser whether a partial series is useful rather than creating one without explanation.
• When a room is closed for maintenance, record the restriction in the assigned calendar and notify affected organisers through the process the building team approves.
• You are maintaining a dependable booking picture, not simply filling empty boxes.

Confirm the final outcome in the calendar entry the organiser will actually use:

• If the request remains pending, the requester should see that status rather than infer a booking from an unanswered email.

Qualifications

• Comfortable comparing dates and names.
• Ability to leave a visible question when the request is incomplete.

Requirements

• No previous facilities experience required.
• Follow the booking rules and refer a priority decision.

Benefits

• Salary £50,500–£54,000 per year for full-time work; part-time pro rata.

Company Description

Selected candidates may be asked to complete an application through the hiring company’s website. Training on its calendars and rooms will be available.