Events and Workplace Co-ordinator

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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.   

Events and Workplace Co-ordinator

We are looking for an Events and Operations Co-ordinator for our Integrated Facilities Management business line.

About JLL

We are a professional services and investment management firm specialising in real estate. We help organisations around the world achieve their ambitions by owning, occupying, and investing in real estate.

If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours.

Achieve your ambitions – join us at JLL!

Location: London Offices

Role Purpose

We currently have an exciting opportunity for an Events and Operations Co-ordinator based in our Warwick Street office, London. The Events and Operations Co-ordinator will report to the UK Client Services and Hospitality Lead with a dotted line into the UK Lead Workplace Manager. This is a key role providing professional administrative support to the Workplace Team, assisting and supporting the day-to-day operation and delivery of the department including, administration of internal systems, PO requisitions and receipting, document control systems in addition to reporting on operational, H&S and Quality.  This role would be ideally suited to an administrator experience in a similar facilities role.

What this job involves

• Supporting the UK Client Services and Hospitality Lead and the UK Lead Workplace Manager in the effective day to day running of the departments.

• Collaborate with Clients to understand their needs and tailor events to exceed their expectations.

• Meeting with Clients (in-person or virtually) to discuss event brief and provide ideas.

• Oversee the planning and organization of all meetings and events, ensuring all aspects of the function are covered. (i.e. Room layouts, catering, AV (internal & external), security, billing, A/C, access, etc.)

• Managing timelines and expectations from both an operational and Client focused point of view.

• Close collaboration with internal operational parties and external third-party contractors to align our service delivery strategy and priorities.

• Managing all event related documents (i.e. events schedules, function sheets, etc.).

• Conduct weekly Operations Meetings and ensure the effective handover to the operational teams.

• Oversee on-site meeting and event execution, ensuring smooth operations and high-quality experiences.

• Flexible working rota to support out of hours events.

• Develop and maintain strong relationships with corporate clients, internal operational departments and other stakeholders.

• Ensure all meetings and events meet JLL’s quality standards and comply with health and safety regulations.

• Continuously assess client feedback and implement improvements to enhance service quality.

• Collaborate with the marketing team to promote JLLCRE backed events, such as pop-ups, etc.

• Create/update events related procedures/policies.

• Ensure all bookings entered into the event management system are made in accordance with the departmental procedures.

• Assist in ad-hoc meeting and event enquiries across the London Residential Offices and Regional UK Offices.

• Monthly and quarterly consolidation of meeting and events statistics report for UK Workplace Lead.

• Weekly and monthly consolidation of barista coffee orders, completed with respective billing codes ready for processing via Finance. 

• Promoting high level of satisfaction among client users by promptly responding to their service requirements.

• Assisting the workplace team in preparing for audits and monitoring/maintaining an agreed level of data to ensure all audits are successfully completed.

• Assuring compliance with JLL policies, procedures, and standard practices.

• Raising POs and co-ordinates invoicing and other support of the AP team including PO requisitions, receipting of POs and invoice management.

• Assisting the hospitality lead in ensuring catering suppliers provide service per contract scope and work in a safe manner. Escalates issues to line manager.

• Following all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.

• Maintaining discretion and confidentiality with regards to all discussed plans and dealings.

• Supporting the co-ordination of the office audits, procedures, and resources to facilitate organisational effectiveness and efficiency including driving JLL best practices and procedures.

• Setting up, maintaining, organising, and controlling JLL central files, information, data, reports etc. relating to all services and systems.

• Entering system data and providing the overall system administration.

• Ensuring prompt resolution of any customer complaints, escalating to the line manager as required.

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

• An experienced administrator with previous experience in a similar role.

• Able to demonstrate outstanding customer service skills and orientation.

• Able to multitask and maintain professionalism, at all times, under stressful situations without supervision.

• Proficient in MS Office, and Outlook, and possess excellent written and verbal communication and people skills.

• Experienced in working in a fast-paced, corporate multi-national environment.

• Able to demonstrate flexibility in relation to type of works carried out and availability (essential).

• Experienced in a hands-on role working within an events environment and facilities environment.

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you...

Apply today at jll.com/careers.

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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 [email protected] 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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