Scheduling Coordinator

BayOne Solutions; San Francisco (CA); On-site; USD 108,000 - 154,000; Full time

Job summary

BayOne Solutions is seeking a detail-oriented Meeting Coordinator in San Francisco to manage internal meeting bookings, room allocations, and event logistics. You will ensure timely confirmations, optimize room utilization, and support front desk coverage as needed.

The role requires hands-on use of Google Calendar and Slack, strong communication with hosts and administrative teams, and the ability to resolve conflicts and adapt to changing schedules.

Qualifications

• Experience with scheduling meetings and managing calendars.
• Proficiency with Google Calendar and Slack.
• Strong communication and coordination skills.

Responsibilities

• Own the booking queue for internal meetings, confirm timing, headcount, and manage room calendars.
• Review calendars daily to identify conflicts and reschedule as needed with stakeholders.
• Coordinate day-of logistics: set up rooms, AV/IT needs, and ensure readiness.
• Serve as primary contact for hosts on space availability and changes.
• Assist with event setup, room breakdown, and monthly reporting preparation.
• Provide front desk backup during staff breaks, prioritizing scheduling.

Skills

Meeting scheduling

Calendar management

Stakeholder communication

Tools

Google Calendar

Slack

Job description

Pay rate: $95/hr on W2

Duration: 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 partners
• Conflict 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 bookings
• Day-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 minute
• Stakeholder 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 bookings
• Event Support: Assist with room setup and breakdown according to specifications, ensuring all technology, furniture, and amenities are properly configured
• Administrative Support: Keep booking records and room-usage notes current, help document scheduling procedures, and help the Workplace Experience Lead organize information for monthly reports
• Front 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