Facilities & Events Coordinator

JLL supports the Whole You, personally and professionally.
Stakeholder Engagement
Working with clients to identify their needs and ensure customer satisfaction
Communicate with all stakeholders on plans and ideas with regular updates through the client communication tools
Provide feedback and periodic reports including pre
- and post - event evaluations
Propose ideas and initiatives to improve provided services and event quality
Events Support
Understanding of the events support scope of work as defined in the Service Level Agreement (SLA) and Master Services Agreement.
Provide events support for local site as the Single Point of Contact (SPOC) from Facilities ensuring all events are successfully produced and executed from Facilities standpoint
Manage and maintain events tool, bookings and confirm event spaces.
Coordinate event furniture setup
Proactively handle any issues and troubleshoot any problems on the event day
Assist in facilities organised client events, happy hours, themed in-office events, wellness program and human experience programs.
Coordinate event planning, design and production while managing all project delivery elements within agreed timelines
Accommodate event requests, changes and last-minute requests efficiently and courteously as per SLA guidelines.
Manage and monitor pantry services in daily operation and internal events. Ensure adequate stock levels are met
Act collaboratively and work with various parties such as Event Host, Production Crews, AV, Culinary and Catering, Site Teams as well as Vendor to execute events (including setting up and resetting of stages/props/catering etc) in a timely manner with no disruption or delay are conducted in a timely and efficient manner.
Coordinate base building services and all after hours requirements.
Supports events in other location may be needed
Vendor Management
Assist the Facilities Manager in the procurement of vendors and services as required
Assist in the management of all contractors on site to ensure they perform to the required standards including inspection of vendors’ works
Assist in the management of vendor register.
Finance Management
Assist in financial processes ensuring prompt and accurate management of purchase orders in JDE
Responsible for Invoice and Payment process for vendors on JLL & client system.
Risk, Health & Safety Management
Assist in carrying out safety procedures as requested
Ensure compliance with insurance, legal, health and safety obligations
Follow established escalation procedures and incident reporting procedures
Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies Site Operations Management
Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
Maintain premises in neat and good working condition at all times
Perform any ad-hoc tasks as directed by the reporting manager
Performance objectives
Produce accurate reporting as required and timely submission
Successfully and enthusiastically produce events from conception through to completion.
Be a key member of the Facebook Facilities Team
Ensure client satisfaction and successful implementation of services with uninterrupted Site Operation
Based on the agreed Individual Goals (My Performance)
Ensure the SLA KPI Targets are met
Key skills
Intermediate to Advanced skills in Microsoft Office software
Good written and strong verbal communication skills
Excellent client service and communication skills.
Ability to deal with a variety of complex issues concurrently.
Ability to work under pressure with limited supervision.
Strong problem-solving skills with ‘can do’ attitude
Goal oriented and focused on meeting performance targets.
Ability to work well in a team environment.
Customer experience an advantage
Employee specification
Degree or Diploma in Business Administration/ Hospitality/ Facilities or equivalent qualification
Prior experience in Hospitality, Events Management preferred
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,