Facilities Events 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.   

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 92,000 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 honoured to be recognized with awards for our success by organizations both globally and locally.

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!

EVERY DAY IS DIFFERENT, AND IN ALL THESE ACTIVITIES, WE’D ENCOURAGE YOU TO SHOW YOUR INGENUITY

Diversity and Inclusion is at the heart of JLL. We believe in recruiting, retaining, rewarding and developing all our employees with regard to their abilities and contributions and without reference to their background, gender, gender identity, ethnic origin, age, religion, sexual orientation, political belief, disability or long-term health condition.

We are committed to making all stages of our recruitment process and employment accessible to candidates with disabilities and long-term health conditions. Please do feel able to be open about this at any point during the process and our recruitment team will work with you to establish the most appropriate adjustments.

We are keen to support all our employees with juggling their work, personal and family commitments and alongside our approach to flexible working, we have a comprehensive parental transition support programme to assist parents during the early months and years of parenthood.

FACILITIES EVENT CO-ORDINATOR

The Facilities Events Coordinator role responsible for managing, coordinating, supporting and facilitating client events across the London campus as well as assisting the facilities manager in all aspects of client satisfaction.

The role is supported by the facilities team and reports into the facilities manager whilst also syncing with the JLL EMEA Events Lead and Coordinator.

Key Responsibilities

•  Promoting a high level of satisfaction among Client users by promptly responding to their service requirements
• Developing a close working relationship with key Client stakeholders/partners, landlord, managing agents and all of the facilities vendors
• First point of contact for all Client events including extensive management of the Client events IT systems such as the ticketing system and event administration tool
• Coordinating and managing all furniture set-ups for events and conference rooms
• Managing the events multi-skilled service partners to ensure support for events, coordinating their daily and weekly schedules in conjunction with the facilities manager
• Working with external contractors, e.g. cleaning, production crews and event hosts as well as arranging onsite amenities services
• Resolving problems associated with all event services including: janitorial, parking, conference rooms, interior furnishings, fixtures and equipment
• Managing all event space diaries through the shared events calendar
• Leading planning meetings with external Clients and vendors to discuss all event requirements before each event
• Providing support for guests, visitors and employees relating to all events and conference room reservations
• Carry out daily quality audits of all event spaces, furniture and equipment
• Responsible for health and safety before, during and after events, including contractor supervision, reviewing of H&S documentation and working closely with the JLL/Client health and safety managers
• Providing weekly, monthly and quarterly reports to both JLL and Client facilities management as well as the Client global events team management
• Working with the facilities team to ensure office space is kept to a high standard and all processes are adhered to, including walk-rounds, health and safety management, contractor management and ad-hoc duties
• Act collaboratively with event hosts before, during and after events to solve problems and resolve spontaneous and unique situations
• Giving appropriate and timely follow-ups to colleagues and customers in emails, task systems, social posts and face to face
• Work with the Facilities team to ensure preventative and reactive tasks are completed within the Service Level Agreement (SLA) timeframe

Working Life

• On a daily basis you will be working across a large office site
• The main business language spoken in our offices is English. Knowledge of English is essential
• The role will be structured on a shift basis over a 5-day week
• On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota

About You

•  You are keen to develop within the workplace, spending time supporting a multi-disciplinary team gaining knowledge and expertise
• You have experience in an event management or coordinator role working within an events, hospitality, tourism, facilities environment or similar industries
• You work collaboratively as part of a team to solve problems with professionalism and service focused approach
• You are adept at multitasking and are able to manage multiple projects effectively
• You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service
• You are open and have good communication skills
• You strive for excellence in what you do and share ideas for improvement
• You are proficient with Word and excel and have a keen interest in technology
• You are adaptable to work to requests and projects that may vary from day to day

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...

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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! If you require any changes to the application process, please email [email protected] or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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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.

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