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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.   

Event Coordinator
The Event Coordinator will play a key role in ensuring the seamless execution of all client events onsite. Reporting directly to the EMEA Events Lead, they will work collaboratively with an Events Manager, as well as the housekeeping and porters’ team, to deliver exceptional event experiences.
MAIN PURPOSE:
•Event Facilitation: Coordinate and facilitate all onsite client events, ensuring smooth operations and adherence to client requirements.
•Venue Preparation: Organize and oversee the setup of food stations, table arrangements, and the preparation of event spaces to align with event plans and standards.
•Customer Experience: Collaborate with the events team to optimize the client and attendee experience, maintaining high standards in food and beverage service delivery.
•Team Support: Act as a liaison between the Events Manager and operational staff, ensuring clear communication and efficient execution of tasks.
•Quality Assurance: Monitor the quality and presentation of event setups, proactively addressing issues to maintain a professional and polished event environment.

MAIN JOB RESPONSIBILITIES:

Event Planning and Coordination
•Serve as the first point of contact for all client events, creating, managing, and reconciling event briefs and details.
•Arrange pre-event meetings with clients to understand their requirements and ensure expectations are met.
•Oversee and maintain event space bookings through the shared Outlook calendar, ensuring seamless scheduling and conflict resolution.
•Liaise with clients during events to address last-minute requests and ensure a smooth experience.

Event Setup and Execution
•Manage event space and training room furniture setups onsite and offsite, ensuring adherence to client specifications.
•Set up venues with crockery, cutlery, glassware, linens, and decorations to the expected standards.
•Arrange and decorate food for presentation, ensuring client specifications are met.
•Assist with deliveries, preparation, and packing for events, including post-event clean-up and inventory checks.

Vendor and Stakeholder Collaboration
•Work with external contractors, including cleaning crews, set-build teams, production staff, and event hosts.
•Coordinate with the Facilities department to address client and event team requests.
•Source and manage external vendors for furniture, décor, floral arrangements, entertainment, and other event elements.
•Ensure external vendors provide necessary documentation, including work permits and public liability insurance.

Health, Safety, and Compliance
•Adhere to all Health & Safety and Food Safety regulations, including temperature checks, food labeling, allergen management, and cleaning schedules.
•Ensure kitchen and event areas are clean, hygienic, and tidy at all times.
•Maintain accurate records of health and safety checks and ensure the proper disposal and storage of food items.

Problem-Solving and Process Improvement
•Proactively address and resolve issues related to event services, including janitorial, parking, furnishings, and equipment.
•Act collaboratively to solve problems and resolve spontaneous situations with professionalism and service orientation.
•Continuously seek to improve event processes, systems, and client satisfaction.

Additional Responsibilities
•Support the Events Team with diary management and meeting room reservations as needed.
•Inspect and maintain equipment, ensuring it is in good condition post-event.
•Provide assistance with external bookings and manage resources for entertainment and décor.
•Offer support for guests, visitors, and employees during events.

Ideal Candidate Profile:
•Flexible working hours
•Strong organizational and multitasking skills with attention to detail.
•Excellent interpersonal and communication abilities.
•Experience in event coordination, hospitality, or facilities management preferred.
•Knowledge of Health & Safety and Food Safety regulations is advantageous.
•Ability to work collaboratively in a fast-paced environment.

Notes:
1- The responsibilities set out above are not intended to be exclusive and additional duties may be agreed with the line manager from time to time.
2- It may be necessary for employees to work on a variety of projects from time to time, which are managed by different senior managers. In such cases they will take due direction from the senior manager concerned for each individual project.
3 - The line manager is responsible for setting mutually agreed objectives, undertaking regular reviews and a formal annual performance appraisal.

Location:

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 EMEATA@jll.com 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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