Facilities Event Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Stakeholder Engagement

• Working with clients to identify their needs and ensure customer satisfaction.
• Communicate with all stakeholders on plans and ideas with regular updates through the client communication tools.
• Provide feedback and periodic reports including pre- and post – event evaluations.
• Propose ideas and initiatives to improve provided services and event quality.

Events Support

• Understanding of the events support scope of work as defined in the Service Level Agreement (SLA) and Master Services Agreement.
• Provide events support for local team as the Single Point of Contact (SPOC) from Facilities ensuring all events are successfully produced and executed from Facilities standpoint
• Manage and maintain events tool, book and confirm event spaces.
• Processing high volume emails/requests with accuracy and efficiency.
• Coordinate event furniture & room setup as well as logistic arrangements.
• Proactively handle any issues and troubleshoot any problems on the event day.
• Assist in facilities organised client events, happy hours, themed in-office events and experience programs.
• Coordinate facilities organised event planning, design and production while managing all project delivery elements within agreed timelines.
• Accommodates event requests, changes and last-minute requests efficiently and courteously as per SLA guidelines.
• Act collaboratively and work with various parties such as Event Host, Production Crews, AV, Culinary and Catering, Site Teams as well as Vendor to execute events (including setting up and resetting of stages/props/catering etc) in a timely manner with no disruption or delay are conducted in a timely and efficient manner.
• Coordinate base building services and all after hours requirements (if necessary).
• Supports events in other location may be needed.

Culinary & Catering

• Manage event caterers for onsite events on setup & reset.

Vendor Management

• Assist the Facilities Manager in the procurement of vendors and services as required.
• Assist in the management of all contractors on site to ensure they perform to the required standards & EHS requirements including inspection of vendors’ works.
• Assist in the management of vendor register.

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Assist in financial processes ensuring prompt and accurate management of purchase orders in Corrigo.
• Responsible for Invoice and Payment process for vendors on JLL & client system. 

Risk, Health & Safety Management

• Assist in carrying out safety procedures as requested.
• Ensure compliance with insurance, legal, health and safety obligations.
• Follow established escalation procedures and incident reporting procedures.
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

Site Operations Management

• Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained.
• Always maintain premises in neat and good working condition.
• Perform any ad-hoc tasks as directed by the reporting manager.

Ad-Hoc

• Assist in ad-hoc duties from time to time to support the rest of the facilities events team when necessary.

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

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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 [email protected]. 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.