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Events, Facilities Coordinator
New York, NY
Job Description
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 helpdesk 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.
Event Program
Oversee the full life cycle of events from inception, client collaboration and scheduling to implementation for experiences ranging from meetings to elaborate productions
Manage an events program and calendar for as many as 65 events per week in meeting and event spaces across multiple buildings
Coordinate activities of onsite meeting and events team and assist with event set ups
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
Design fun, educational, social and participatory events engaging the client population (in excess of 3,500 people across multiple locations)
Lead the evaluation and feedback process post-event and create plan to implement changes and improvements
Communicate proactively, accurately and impeccably both verbally and in writing
Maintain the highest level of customer satisfaction, as evidenced by post-event surveys and general client feedback
Maintain Events Playbook - innovate and update regularly
Client Relationships
Proactively develop and manage client relationships ensuring expected service levels are achieved or exceeded
Foster an environment of constant, quality communication between the team and the client
Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators
Deliver an exceptional quality of service to the client, as reflected by client feedback
Actively support an environment of teamwork, co-operation, performance excellence and personal success.
Participate in the individual performance management program, and personal development planning
Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements
Finance Management / Cost Control / Profitability
Assist the Event Requestor, Client and Site Services Manager to achieve or exceed financial targets and ensure effective, efficient and economic operation of assigned responsibilities.
Ensure that operational expenditure for the site/s is managed within agreed budgets and identify efficiencies
Assist with the annual budgeting and quarterly forecasting processes for the site/s.
As requested by the Regional/Site Services Manager, prepare current financial year budget spend reports (actual vs. budget, variance etc.).
Manage payments to vendors where applicable, using available systems, complying with all relevant policies
Provide accurate event, financial, and KPI reporting to both the client and JLL
Sound like you? To apply you need to possess:
An Associate's or Bachelor's degree in Hospitality, Facilities, Property, Business or related field desirable
1+ year prior experience in events, facilities/property management, hospitality or related field preferred
Proficiency in a range of information technology tools and platforms
Strong analytical, organizational and presentation skills
Excellent communication and problem solving skills
Ability to work independently with little supervision and effectively deal with stressful situations
Self-motivated; confident, energetic, and flexible
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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 helpdesk 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.
Event Program
Oversee the full life cycle of events from inception, client collaboration and scheduling to implementation for experiences ranging from meetings to elaborate productions
Manage an events program and calendar for as many as 65 events per week in meeting and event spaces across multiple buildings
Coordinate activities of onsite meeting and events team and assist with event set ups
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
Design fun, educational, social and participatory events engaging the client population (in excess of 3,500 people across multiple locations)
Lead the evaluation and feedback process post-event and create plan to implement changes and improvements
Communicate proactively, accurately and impeccably both verbally and in writing
Maintain the highest level of customer satisfaction, as evidenced by post-event surveys and general client feedback
Maintain Events Playbook - innovate and update regularly
Client Relationships
Proactively develop and manage client relationships ensuring expected service levels are achieved or exceeded
Foster an environment of constant, quality communication between the team and the client
Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators
Deliver an exceptional quality of service to the client, as reflected by client feedback
Actively support an environment of teamwork, co-operation, performance excellence and personal success.
Participate in the individual performance management program, and personal development planning
Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements
Finance Management / Cost Control / Profitability
Assist the Event Requestor, Client and Site Services Manager to achieve or exceed financial targets and ensure effective, efficient and economic operation of assigned responsibilities.
Ensure that operational expenditure for the site/s is managed within agreed budgets and identify efficiencies
Assist with the annual budgeting and quarterly forecasting processes for the site/s.
As requested by the Regional/Site Services Manager, prepare current financial year budget spend reports (actual vs. budget, variance etc.).
Manage payments to vendors where applicable, using available systems, complying with all relevant policies
Provide accurate event, financial, and KPI reporting to both the client and JLL
Sound like you? To apply you need to possess:
An Associate's or Bachelor's degree in Hospitality, Facilities, Property, Business or related field desirable
1+ year prior experience in events, facilities/property management, hospitality or related field preferred
Proficiency in a range of information technology tools and platforms
Strong analytical, organizational and presentation skills
Excellent communication and problem solving skills
Ability to work independently with little supervision and effectively deal with stressful situations
Self-motivated; confident, energetic, and flexible
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Associate Degree
Required Experience
1+ years
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