Room Booking Coordinator (f/m/d)

WHU Entrepreneurship Roundtable; Vallendar; Hybride; EUR 42 000 - 50 000; Plein temps

Avantages offerts par ce poste

Flexible working hours

Home office option

Social benefits

JobTicket

JobRad

Ecofriendly mobility

Résumé du poste

WHU Entrepreneurship Roundtable in Vallendar seeks a Room Booking Coordinator to manage room planning for WHU’s Vallendar campus, coordinating requests from departments and student initiatives for meetings, workshops, and events.

The role is initially a one-year fixed-term contract with potential extension. You will support space management, data handling, and cross-department collaboration in a dynamic, international environment.

Qualifications

• Completed vocational training in office administration, administration, or event management, or a comparable qualification.
• Strong digital skills and proficiency in Microsoft 365 and digital planning and booking systems; CAFM experience is a plus.
• Excellent German and good English, both written and spoken.
• Strong planning, organizational, and multitasking abilities.

Responsabilités

• Coordinate room bookings and schedules for events and non-curricular activities at the Vallendar campus.
• Review room requirements and resolve booking and usage conflicts.
• Maintain room/booking data in the campus management system.
• Collaborate with WHU departments and stakeholders to improve room distribution processes.
• Help develop space management by structuring room and space data.
• Support analysis of room occupancy and space utilization to identify improvements.

Connaissances

Digital skills

Microsoft 365

CAFM systems

Planning & coordination

Communication

Teamwork

German & English

Formation

Office administration training

Event management training

Outils

Campus management

Booking systems

Description du poste

General information

As Room Booking Coordinator (f/m/d), you will be the main point of contact for room planning and allocation at WHU’s Vallendar campus. You will coordinate room requests from WHU departments, academic units, and student initiatives. These requests cover a wide range of event formats, from meetings and workshops to conferences and major internal and external events. You will find practical solutions for specific requirements and work closely with the teams involved.

This position is initially a one-year fixed-term contract with the potential to become extended or permanent.

Your mission

• Coordinate room bookings and schedules for events and non-curricular activities at the Vallendar campus, ensuring that rooms meet users’ needs
• Review specific room requirements and resolve booking and usage conflicts
• Maintain and manage relevant room and booking data in the campus management system
• Collaborate closely with WHU departments and other internal stakeholders
• Contribute to the continuous development and improvement of Room Distribution processes
• Help establish and further develop space management, particularly by maintaining and structuring room and space data
• Support the analysis of room occupancy and space utilization and help identify opportunities for improvement

Your profile

• Completed vocational training in office administration, administration, or event management, or a comparable qualification, with experience in planning and coordination
• Strong digital skills and proficiency in Microsoft 365 and digital planning and booking systems; experience with campus management or computer-aided facility management (CAFM) systems is a plus
• Strong planning and organizational skills and an independent, structured, and thorough approach to work
• The ability to keep track of several requests at once, set priorities, and find practical solutions
• A good understanding of processes and an interest in improving and digitalizing workflows
• A helpful, service-minded approach, with enthusiasm for working with range of internal and, occasionally, external contacts
• Strong communication and teamwork skills, with a friendly and confident manner
• Excellent German and good English skills, both written and spoken

What we offer

• A diverse and international working environment
• An open-minded, supportive, and motivated team
• Opportunities to actively contribute to the school’s development
• Flat hierarchies and fast decision-making processes
• Attractive skill development and training offerings
• Flexible working time models, including home office option
• Exclusive company-sponsored social benefits
• Ecofriendly mobility offers (e.g., JobTicket, JobRad, e-mobility)
• Daycare for children for working parents
• Various fitness and health activities

WHU is an equal opportunity employer and thus welcomes applications from individuals with diverse backgrounds. We believe in the benefits of diversity and therefore foster an international, inclusive, and inspiring working environment.

Contact

For questions please contact:

Sarah Rautenberg
Associate Director Event Management
email: [e-mail]