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Events Coordinator

Company: JLL
Location: New York
Posted on: November 11, 2019

Job Description:

Position Description
Events Coordinator

Overview
The Events Coordinator will provide support to the Events Manager and Facilities Manager with operational activities in events, vendor oversight, and equipment and supplies. They will also provide assistance with operations, Reception, occupancy services and other client needs as requested.

Roles & Responsibilities
Client Relationships
Proactively develop and maintain client relationships ensuring that expected service levels are achieved.
Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators.
Deliver an exceptional quality of service, as reflected by client feedback.

Service Delivery
Coordinate site operations accordance with all agreed policies, procedures and contract scope.
Identify opportunities for improved operation and service excellence, making recommendations for consideration.
Create room reservations, arranging room setups, package and furniture deliveries, AV/VC/IT support, catering services, and guest services for all in-house events.
Resolve event ticket requests in a timely manner.
Use necessary event software for coordination and tracking
Coordinate and support logistics of large multifaceted events
Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.
Conduct walk-throughs with clients for upcoming events/projects
Assist in the procurement of vendors and services as required
Coordinate the delivery of site amenities which may include: fitness, food services, massage, transportation, security and capital projects.
Support space planning activity and when applicable, act as the site key point of contact.
Provide the following services as may be applicable to the site: reception and guest support, new hire orientation, mail and courier services, office supplies and equipment maintenance, landlord relations and management of building access passes.
Assist in carrying out safety and emergency response activities as directed.
Follow established escalation procedures and incident reporting procedures.
Maintain and update Standard Operating Procedures (SOPs) and emergency response documentation for the site as required.
Update and maintain accurate records and official documentation for the site/s including site pages where applicable.
Any other activities to support JLL and/or operations, including, but not limited to: moves/reconfigurations, safety or sustainability practices

Finance / Cost Control / Profitability
Assist with operational reporting, budgeting, financial systems, purchasing as necessary.
Identify and respond to any financial or budgeting related issues.
Ensure prompt and accurate management of purchase orders in finance systems.
Manage payments to Vendors where applicable, using available systems, complying with relevant policies and procedures.
Seek ways to constantly reduce costs and improve operational standards.
Ensure compliance within delegated financial and contractual authorities.

Leadership/Staff Management
Actively support an environment of teamwork, co-operation, performance excellence and personal success.
Participate in the individual performance management program, and personal development planning process.
Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements and participating in company activities.


Qualifications/Experience/Personal Characteristics
Flexible schedule with the ability to work mornings, evenings, and weekends on short notice
Proficiency in a range of information technology tools and platforms.
2+ year prior experience in events, facilities/property management, hospitality or related field preferred
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
Excellent communication, organization 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.

Keywords: JLL, New York , Events Coordinator, Other , New York, New York

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