JLL
Facilities Coordinator, Events
JLL, Los Angeles, California, United States, 90079
Job Description SummaryThe Facilities Coordinator, Events will provide support to the Site and/or Assistant Manager, Events where applicable with operational activities in events, vendor oversight and equipment/supplies. They will also provide assistance with maintenance and operations, accounting and finance, occupancy services and help desk 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.
Job DescriptionService Delivery
Conduct daily walkthroughs to ensure clean and organized event, office and storage spaces.Complete event room event set ups and tear down, including furniture and decor.Coordinate activities of onsite meetings and events, scheduling timing for catering set ups and janitorial support.Respond to all event requests in a timely manner, ensuring KPI compliance and excellent customer service.Manage facilities events operations for as many as 65 events per week in meeting and event spaces across multiple buildings during peak season.Communicate proactively, accurately and impeccably both verbally and in writing.Provide information to vendors, facilities staff, and other service providers as required to ensure excellent coordination and execution of events, with minimal disruption.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.Assist in the procurement of vendors and services as required.Other duties that may include but are not limited to: reception and guest support, mail and courier services, providing office supplies, scheduling equipment maintenance, landlord relations and management of building access passes, safety and security support.Oversee the full life cycle of event operations, client collaboration, day of execution for experiences ranging from meetings to elaborate productions.Design fun, educational, social and participatory events engaging the client population (in excess of 1,500 people across multiple locations).Lead the evaluation and feedback process post-event and create plans to implement changes and improvements.Maintain Facilities and Events Playbook - innovating and updating 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 a 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.Ability to require work early mornings, late evenings, and weekends as needed.Ability to lift 50 pounds regularly.Self-motivated; confident, energetic, and flexible.
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Job DescriptionService Delivery
Conduct daily walkthroughs to ensure clean and organized event, office and storage spaces.Complete event room event set ups and tear down, including furniture and decor.Coordinate activities of onsite meetings and events, scheduling timing for catering set ups and janitorial support.Respond to all event requests in a timely manner, ensuring KPI compliance and excellent customer service.Manage facilities events operations for as many as 65 events per week in meeting and event spaces across multiple buildings during peak season.Communicate proactively, accurately and impeccably both verbally and in writing.Provide information to vendors, facilities staff, and other service providers as required to ensure excellent coordination and execution of events, with minimal disruption.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.Assist in the procurement of vendors and services as required.Other duties that may include but are not limited to: reception and guest support, mail and courier services, providing office supplies, scheduling equipment maintenance, landlord relations and management of building access passes, safety and security support.Oversee the full life cycle of event operations, client collaboration, day of execution for experiences ranging from meetings to elaborate productions.Design fun, educational, social and participatory events engaging the client population (in excess of 1,500 people across multiple locations).Lead the evaluation and feedback process post-event and create plans to implement changes and improvements.Maintain Facilities and Events Playbook - innovating and updating 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 a 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.Ability to require work early mornings, late evenings, and weekends as needed.Ability to lift 50 pounds regularly.Self-motivated; confident, energetic, and flexible.
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