Events Coordinator, Facilities

Job description

About JLL – 

We’re JLL. We’re a professional services and investment management firm specializing in real estate. As a Fortune 500 company, we help real estate owners, occupiers and investors achieve their business ambitions. We have nearly 300 corporate offices across 80 countries, with a team of more than 86,000 individuals.

If you’re looking to step up your career, JLL is the perfect professional home. With us, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections and be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions—join us at JLL!

What this job involves:

The Events Coordinator will provide support to the Site and/or Assistant Facility Managers and Events Manager where applicable with operational activities in events, vendor oversight and equipment and supplies. They will also provide assistance with maintenance and operations, accounting and finance, occupancy services and help desk as needed.

This role requires an enthusiastic, proactive individual, an outstanding communicator with the ability to deliver incredible: customer service, organization, collaboration, leadership, and team development. 

Service Delivery:

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Conduct daily walkthroughs to ensure clean and organized event, office and storage spaces

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Complete event room event set ups and tear down, including furniture and decor.

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Coordinate activities of onsite meetings and events, scheduling timing for catering set ups and janitorial support.

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Respond to all event requests in a timely manner, ensuring KPI compliance and excellent customer service

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Manage facilities events operations for as many as 30 events per week in meeting and event spaces across multiple buildings

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Communicate proactively, accurately and impeccably both verbally and in writing

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Provide information to vendors, facilities staff, and other service providers as required to ensure excellent coordination and execution of events, with minimal disruption.

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Collaborate with other providers, acting as a single team with peripheral services to include internal and external production, catering, security, facilities, janitorial, movers and equipment providers

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Assist in the procurement of vendors and services as required

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Other duties that may include but are not limited to: reception and guest support, mail and courier services, providing office supplies, scheduling equipment maintenance, landlord relations and management of building access passes, safety and security support.

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Oversee the full life cycle of event operations, client collaboration, day of execution for experiences ranging from meetings to elaborate productions

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Design fun, educational, social and participatory events engaging the client population (in excess of 3,500 people across multiple locations)

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Lead the evaluation and feedback process post-event and create plans to implement changes and improvements

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Maintain Facilities and Events Playbook - innovating and updating regularly

Client Relationships:

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Proactively develop and manage client relationships ensuring expected service levels are achieved or exceeded

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Foster an environment of constant, quality communication between the team and the client

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Comply with all requirements of the client contract and meet or exceed Key Performance Indicators

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Deliver an exceptional quality of service to the client, as reflected by client feedback

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Actively support an environment of teamwork, co-operation, performance excellence and personal success.

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Participate in the individual performance management program, and personal development planning 

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Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements 

Finance Management / Cost Control / Profitability:

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Assist the Event Requester, Client and Site Services Manager to achieve or exceed financial targets and ensure effective, efficient and economic operation of assigned responsibilities.

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Ensure that operational expenditure for the site/s is managed within agreed budgets and identify efficiencies

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Assist with the annual budgeting and quarterly forecasting processes for the site/s.

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As requested by the Regional/Site Services Manager, prepare current financial year budget spend reports (actual vs. budget, variance etc.).

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Manage payments to vendors where applicable, using available systems, complying with all relevant policies 

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Provide accurate event, financial, and  KPI reporting to both the client and JLL 

Sound like you? To apply you need to possess:

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An Associate's or Bachelor’s degree in Hospitality, Facilities, Property, Business or a related field desirable

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1+ year prior experience in events, facilities/property management, hospitality or related field preferred

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Proficiency in a range of information technology tools and platforms

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Strong analytical, organizational and presentation skills

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Excellent communication and problem solving skills

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Ability to work independently with little supervision and effectively deal with stressful situations

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Ability to require work early mornings, late evenings, and weekends as needed.

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Ability to lift 50 pounds regularly

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Self-motivated; confident, energetic, and flexible

 

What you can expect from us:  

We’re an entrepreneurial, inclusive culture. We succeed together—across the desk and around the globe. We believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, well-being, benefits and pay. We’ll offer you a competitive salary and benefits package. 

With us, you’ll develop your strengths and enjoy a career full of varied experiences. We can’t wait to see where your ambitions take you at JLL.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jll.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.