Meetings & Events Coordinator

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

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
Every day is different, and in all these activities, we’d encourage you to show your ingenuity
Sounds like you? To apply you need to have:
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
What you can expect from us
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...
Apply today at jll.com/careers.

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

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.