Event and Facilities Coordinator

Events and Facilities Coordinator

The Events and Facilities Coordinator is responsible for managing, coordinating, supporting and facilitating client business events across the site as well as assisting the facilities manager in all aspects of client satisfaction.

The role is supported by the facilities team and reports into the facilities.

Key Responsibilities

• Promoting a high level of satisfaction among Client users by promptly responding to their service requirements
• Developing a close working relationship with key Client stakeholders/partners, landlord, managing agents and all of the facilities vendors
• First point of contact for all Client events including extensive management of the Client events IT systems such as the ticketing system and event administration tool
• Coordinating with the facility team in managing all furniture set-ups for events and conference rooms
• Managing the events multi-skilled service partners to ensure support for events, coordinating their daily and weekly schedules in conjunction with the facilities manager
• Working with external contractors, e.g. cleaning, production crews and event hosts as well as arranging onsite amenities services
• Resolving problems associated with all event services including janitorial, parking, conference rooms, interior furnishings, fixtures and equipment
• Managing all event space diaries through the shared events calendar
• Leading planning meetings with external Clients and vendors to discuss all event requirements before each event
• Providing support for guests, visitors and employees relating to all events and conference room reservations
• Carry out daily quality audits of all event spaces, furniture and equipment
• Providing weekly quarterly reports to both JLL and Client facilities management
• Working with the facilities team to ensure office space is kept to a high standard and all processes are adhered to, including walk-rounds, health and safety management, contractor management and ad-hoc duties
• Act collaboratively with event hosts before, during and after events to solve problems and resolve spontaneous and unique situations
• Giving appropriate and timely follow-ups to colleagues and customers in emails, task systems, social posts and face to face
• Work with the Facilities team to ensure preventative and reactive tasks are completed within the Service Level Agreement (SLA) timeframe

Working Life

• On a daily basis you will be working across a large office site
• The main business language spoken in our offices is English. Knowledge of English is essential as well as French
• The role will be structured on a shift basis over a 5-day week
• On occasion you may be required to work weekends this will be arranged in advance and in accordance with the rota

About You

• You are keen to develop within the workplace, spending time supporting a multi-disciplinary team gaining knowledge and expertise
• Fluent French and English
• You have experience in an event management or coordinator role working within an event, hospitality, tourism, facilities environment or similar industries
• You work collaboratively as part of a team to solve problems with professionalism and service focused approach
• You are adept at multitasking and can manage multiple projects effectively
• You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service
• You are open and have good communication skills
• You strive for excellence in what you do and share ideas for improvement
• You are proficient with Word and excel and have a keen interest in technology
• You are adaptable to work to requests and projects that may vary from day to day