Job Locations US-MA-Boston
    Posted Date 5 days ago(7/18/2018 3:43 PM)
    Requisition ID
    # of Openings
    Category (Portal Searching)
    Customer Service/Support
  • Overview

    Canon Business Process Services, Inc. has an opening for an Resrvation Coordinator who will be an essential part of our team at our client’s site in Boston, MA. Our  coordinator will serve as a concierge for the conference room center and provide excellent customer service to a dynamic team. This position is a high customer service environment.  We are looking for people who can provide “white glove” service. Previous experience working in a professional legal environment is required.

    Shift is 11am- 7pm , Mon- Thurs




    Reservations Associate I

    ·    Greet and direct in a hospitable, professional and helpful manner guests and employees.

    ·    Provide directions to personnel arriving at the site for meetings.

    ·    Utilize a web-based system to secure reservations for clients. Maintain multiple employee distribution lists located in the Global Address list of Microsoft Outlook directory.

    ·    Coordinate conference room reservations for clients as requested via email, phone, or other communication method. Obtain necessary information related to meeting requests and specific needs of the client (room size, technical equipment, tables, chairs, white boards, etc.) Perform daily auto bump checks.

    ·    Complete conference room set-up by adding/removing chairs and tables as needed.

    ·    Place nameplates daily based on current reservations; remove name plates based on bumped reservations.

    ·    Update client profiles per requests in accordance with established guidelines.

    ·    Organize and distribute supplies to client employees as per job request details.

    ·    Inspect individual workspaces and conferences rooms for compliance with the “clear/clean desk policy” and refresh conference rooms as needed.

    ·    Prepare workstations for guests, new hires and post-terminations.

    ·    Monitor overall cleanliness of conference rooms. Remove materials left in these areas and coordinate return/pick-up of materials to clients. Wipe down dry erase boards and report any cleaning issues as necessary.

    ·    Monitor inventory of equipment and supplies. Replenish standard office supplies for all workstations and conference rooms.

    ·    Receive catering orders from vendors.

    ·    Provide facilities team with support as needed.

    Reservations Associate II – In addition to the above:

    ·    Serves as work flow coordinator, delegating client requests to an appropriate level 1 Reservations Associate, based on availability and current work load of each level 1, as well as the details of the particular request.

    ·    Coordinates the most complex reservations, which requires multiple interactions with various high level clients, while following all established procedures.  Involves management in the process and decision making as needed.  Uses discretion when informing clients that existing reservations must be changed, bumped, or cancelled as a result of a complex request.  Tracks the process thoroughly and accurately, with the expectation that it may take multiple business days to fully resolve a complex request.  Completes other unrelated tasks while awaiting responses from clients that delay your ability to resolve the request.

    ·    Create and maintain procedural documentation and provide training to backup

    Assist with special projects as necessary.



    ·    Physical activity required including bending, reaching, lifting and pro-longed periods of sitting, standing and/or walking.

    ·    May lift and/or move up to 50 lbs.

    ·    Mental qualifications include ability to perform all responsibilities efficiently and effectively

    ·    Good organizational skills

    ·    Personable



    To be eligible for this position, the applicant must meet the minimum qualifications. Deviations to this requirement must be approved by the Compensation Manager or the Vice President of Human Resources.


    ·    High School Diploma


    Reservations Associate I: Some related hospitality/travel/tourism and/or customer service experience

    Reservations Associate II: Minimum of 3 years related experience, including web-based reservation systems


    ·    Reservations Associate I: Basic computer skills, including excel; ability to utilize web-based system to secure/edit reservations is preferred.

    ·    Reservations Associate II: Intermediate to advanced computer skills, including excel; ability to utilize web-based system to secure/edit reservations.


    Reservations Associate I:

    ·    Effective written and oral communication skills.

    ·    Strong customer service skills


    ·    Ability to analyze the situation and resolve any issues under general guidance

    ·    Ability to take directions



    Reservations Associate II:

    ·    Delegation skills

    ·    Knowledge of work flow procedures

    ·    Negotiation skills


    ·    Strong detail and organizational skills

    ·    Excellent listening skills

    ·    Excellent written and oral communication skills.

    ·    Excellent customer service and conflict resolution skills

    ·     Ability to analyze the situation & resolve any issues under general guidance

    ·    Ability to take and give directions


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