Meetings & Events Coordinator

We are looking for a Meetings & Events Specialist for our Integrated Facility Management business line.

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

If you’re looking to step up your career, JLL is the perfect professional home. At JLL, 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 through sharing different perspectives, and you’ll 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!

Role Purpose

JLL Integrated Facilities Management (IFM) is currently searching for a confident and ambitious Meeting and Events Specialist who is reporting to the Office Services Coordinator. Working as part of the overall Facilities Team, this role will be responsible for assisting the Meetings and Events Coordinator in managing all bookable rooms within the building as well as events.

What This Job Involves

• Create and efficiently maintain up-to-date the outlook, conf. room finder and SharePoint room booking systems.
• Provide timely, accurate & personalized response to meetings and events enquiries.
• Effectively liaise with Technicians, Cleaners and Reception for the meeting set-ups by ensuring that communication is optimum as to avoid any operational issues.
• Ensure accurate room booking information is displayed on each room every morning and that the room’s general condition is meeting the agreed standards.
• Monitor meeting room signage condition, furniture (cleanliness, set-up/removal, general condition) and AV/VC equipment proper functioning.
• Convey relevant feedback to line manager when appropriate.
• Set up and maintain professional relationship with local suppliers (e.g. food, hotels, and conference facilities).
• Monitor usage of Food and Beverage meeting consumables in the kitchen and other food services in each building (vending machines and caterers) by ensuring that agreed par-stock levels are maintained.
• Plan and organize Meeting and Events relevant contractors training session based on actual needs – Actively liaise with Office Services Coordinator with its scheduling and recording.
• Handle and update allocated daily Trouble Ticket requests not less than twice a day when still pending
• Ensure room booking information is displayed on each room
• Manage meeting room furniture and equipment. Making recommendations for improvements.
• Maintain adequate stock of all Meeting Room related items for all floors above the ground floor.
• Liaison with Reception team for external visitor experience improvements
• Liaison with Customers for special requirements
• Be the first point of call on the Concierge Desk
• Set up and maintain relationships with local suppliers (e.g. food, hotels, conference facilities)
• Work with the logistics team to ensure all room sets up are configured correctly overnight
• Ensure all events for VIP’s after out of hours are coordinated efficiently and effectively
• All other tasks and duties as required
  
  

• Previous experience of working within a high profile corporate environment
• Previous reception or hospitality experience is desirable
• Facilities Management exposure would be beneficial
• Fluency in English and local language
• Proficient knowledge of Microsoft Office Pack
• Very high attention to detail
• Outstanding customer service skills with the ability and confidence in communicating to customers at all levels, both written and verbal.
• Ability to maintain professionalism at all times and be an ambassador of the team.
• Be an excellent team player with the want to go above and beyond for each other
  
  

• You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
• Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.
• Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...