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SalaryJLL 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.
As an Event Coordinator, you will be responsible for assisting with coordinating, and executing various events within the organization or for internal client customers and external customers. You will work closely clients, vendors, and internal teams to ensure that all aspects of the event are well-coordinated and executed smoothly. Provide exceptional customer service and assistance to employees, customers, visitors, and vendors. You will be the first point of contact, ensuring a welcoming and professional experience for everyone. Building strong relationships and enhancing employee and customer satisfaction will be essential to your success in this role.
This position requires strong organizational and communication skills, as well as the ability to work in a fast-paced and dynamic environment.
Key Responsibilities:
Event Planning
Collaborate with clients or internal stakeholders to understand event objectives and requirements.
Assist with event proposals, budget estimates, and timelines.
Maintain event calendar and intake requests, confirm event requirements and ensure operations stakeholders fully understand requirements through management of communication channels, briefing and planning meetings.
Ensure accurate and timely information and post-event reporting.
Coordinate with broader Events and Customer Experience Center (CXC) teams on needs, reporting and prioritization.
Exercise sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experience.
Venue and Supplier Management:
Source suitable event space according to client requirements.
Coordinate with suppliers to ensure timely delivery of services, equipment, and materials.
Event Logistics:
Event Coordinator will have thorough knowledge of the building's facilities, services, and amenities.
Assist with event plans, including schedules, floor plans, and run-of-show.
Schedule and confirm presenters for Executive Briefings, Office Tours and Demos if applicable.
Arrange transportation, accommodation, and catering for event participants, if necessary.
Oversee event set-up, including décor, seating arrangements, lighting, and audio-visual requirements. Confirm technical functions of the room are in working order each day and after each meeting.
Partner with internal Food and Beverage Catering Manager for all events.
Budgeting and Financial Management:
Oversee event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
Track event expenses and provide regular financial reports to stakeholders or Event Manager.
Marketing and Promotion:
Identify opportunities for promotional campaigns, utilizing various channels, such as social media, email marketing, and print advertising.
Coordinate with external partners and sponsors for event promotion.
Event Coordination and Execution:
Oversee event logistics on the day of the event, ensuring smooth operations and timely execution.
Manage event staff, volunteers, and vendors to ensure efficient event delivery.
Troubleshoot any issues or emergencies that may arise during the event.
Post-Event Evaluation:
Conduct post-event evaluations to assess event success and gather feedback from participants.
Assist with evaluation reports, highlighting key metrics and areas for improvement.
Provide recommendations for future events based on evaluation findings.
Reception and Guest Services:
As an Event Coordinator, you will be responsible for overseeing the front desk and ensuring excellent customer service. This includes greeting and assisting guests with focus on executive leadership, verifying building access and process visitor and temporary badges, managing phone calls, and handling inquiries. During events, you may oversee guest registration, check-in, and information distribution.
Administrative Support:
In addition to event-specific tasks, you may also oversee general administrative duties. This includes managing office supplies, coordinating mail and packages, organizing documents, and assisting with administrative tasks for the events team.
Facility Management:
Overseeing the upkeep and maintenance of the office space and event venues is essential. This may include coordinating repairs, ensuring cleanliness, and maintaining a well-functioning work environment.
Overseeing the breakroom snack and espresso program, monitoring par levels, ensuring a clean and tidy environment.
By incorporating front desk office management responsibilities into your role as an Event Coordinator, you enhance your ability to provide comprehensive support to both internal team members and external stakeholders. Effective front desk management contributes to the overall efficiency and professionalism of your event management role. Event coordinators are expected to be on site.
Required Qualifications and Skills:
High school diploma or equivalent; additional certifications or relevant training is a plus.
Minimum 2 years relevant experience required.
Proven experience as an Event Coordinator or related role.
Previous experience in customer service, hospitality, or a similar role is highly desirable.
Strong organizational and time management skills.
Excellent communication and interpersonal skills.
Ability to work under pressure, handle difficult situations and manage multiple projects simultaneously.
Proficiency in event management software and tools.
Knowledge of event trends and best practices.
Ability to work collaboratively with clients, vendors, and internal teams.
Flexibility to work evenings, weekends, and travel as necessary.
Ability to stand for long periods of time.
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.
