Event Coordinator

JLL empowers you to shape a brighter way.  

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.   

Service Description – Meeting & Event Coordinator Support Scope CTC, Maxdo, PJ, WGQ, ECDC, GZ

1    Meeting-Room Scheduling    • Maintain up-to-date room calendar in Outlook/Condeco. Maxdo/CTC    100 % conflict-free schedule; <2 h average response time.
        • Confirm bookings, resolve double-bookings, issue change notices.    
2    Meeting-Room Utilization Analytics    • Pull Monthly usage reports.    Report delivered by 5st workday each month; ≥5 % YoY efficiency gain.
        • Calculate utilization %, peak hours, no-show rate.    
        • Present insights to Facilities     
3    Visa Application Support    • Collect requester information (name, nationality, purpose of visit, required visa type).    0 visa rejections due to paperwork; carrier SLA compliance ≥98 %; monthly invoice reconciliation completed by 5th of following month.
        • Liaise with approved carriers / visa-service vendors; confirm appointment slots and document pick-up/delivery.    
        • Consolidate monthly carrier invoices; verify against service log and submit to Finance.    
4    Tea-Break & Catering Logistics    • Align refreshment timing with meeting agenda.    Zero meal delays; satisfaction survey ≥90 % “satisfied”.
        • Reserve dining area or buffet space.    
        • Inspect F&B setup 30 min prior; rectify shortages.    
5    Large-Event & EMV Coordination    • Interface with Site team on attendees, schedule, arrangement Event opens on time; post-event debit note variance ≤3 %.
        • Supervise on-site build-up & tear-down.    
6    Menu & Dietary Management    • Ensure that all food and beverage deliveries match the order specifications exactly.    No dietary incidents; satisfaction survey ≥90 % “satisfied”.
        • Proactively inquire about cultural restrictions and allergy concerns, and provide tailored recommendations.    
        • Collaborate with requestors to arrange on-site setup including menu setup and layout.    
7    Attendee Badge/PPE/Visitor Production    • Collect RSVPs, design name badges.    100 % badges ready 60 min before doors 
        • Print on-site or off-site; setup on demand    
        • Maintain spare stock for walk-ins. Including PPE    

Other Duties:

• Relief Reception Duties
• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
• Provide general reception services by responding to general office emails and public inquiries
• Post conference room schedules, notices, and office communications as needed
• Vendor on site service
• Make call out service
• Understanding issue/problem locally
• Meeting room set up & resume
• Office pantry suppliers check & order
• Onboarding & offboarding assist (badge and any other items)
• Physical fleet management on site (keys, fuel card, pool cars in carpark)
• Card payment to vendor if they are not invoicing
• Raising WR, PO, invoice processing
• Other duties as assigned by supervisor
• Administrative Duties
• Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
• Serve as a liaison between office staff and facilities management in service requests
• Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists
• Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare workstations, provide welcome material and updating appropriate employee databases
• Confirm the receipt of and verify accurate invoicing for deliveries, goods and services
• Assist in monthly reporting as well as QBR’s
• Other duties as assigned by supervisor
• Facilities Services
• Assist in general facilities duties to ensure the adequate provision of office services and supplies
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms
• Process orders and maintains inventories on all general office supplies, facilities equipment and supplies
• Assist with vendor selection, order special deliveries and coordinate vendor services
• Review and resolve outstanding ticket requests in line with set KPI
• Co-ordinate vendors where required
• Minor project management
• Moves/Adds/Changes
• Manage and implement Preventative Maintenance Program and ensure compliance
• Ensure managed site/risk compliance
• Financial Management of budget and processing of vendor invoices in line with account processes   
• 24/7 emergency call support and site attendance is required
• Ensure escalation procedures and incident reporting procedures are implemented and in place
• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
• Provide general reception services by responding to general office emails and public inquiries
• Post conference room schedules, notices, and office communications as needed
• Vendor on site service
• Make call out service
• Understanding issue/problem locally
• Meeting room set up & resume
• Office pantry suppliers check & order
• Onboarding & offboarding assist (badge and any other items)
• Physical fleet management on site (keys, fuel card, pool cars in carpark)
• Card payment to vendor if they are not invoicing
• Raising WR, PO, invoice processing
• Other duties as assigned by supervisor
• Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
• Serve as a liaison between office staff and facilities management in service requests
• Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists
• Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare workstations, provide welcome material and updating appropriate employee databases
• Confirm the receipt of and verify accurate invoicing for deliveries, goods and services
• Assist in monthly reporting as well as QBR’s
• Other duties as assigned by supervisor
• Assist in general facilities duties to ensure the adequate provision of office services and supplies
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms
• Process orders and maintains inventories on all general office supplies, facilities equipment and supplies
• Assist with vendor selection, order special deliveries and coordinate vendor services
• Review and resolve outstanding ticket requests in line with set KPI
• Co-ordinate vendors where required
• Minor project management
• Moves/Adds/Changes
• Manage and implement Preventative Maintenance Program and ensure compliance
• Ensure managed site/risk compliance
• Financial Management of budget and processing of vendor invoices in line with account processes   
• 24/7 emergency call support and site attendance is required
• Ensure escalation procedures and incident reporting procedures are implemented and in place
• EHS
• Understand and comply with all EHS arrangements or instructions
• Report any failings in EHS arrangements to line manager
• Ensure strict compliance with EHS policies
• Report all incidents within specified timeframes
• Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
• Where applicable, induct vendors to site specific situations and keep records
• Work closely with Corporate Security on safety and security questions or concerns
• Other duties as assigned by supervisor
• Oversee client Fire Warden/First Aid program
• People Management
• Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Actively support an environment that supports teamwork, co-operation and performance excellence within team
• Assist in mentoring and enabling Training & Development of team members
• Understand and comply with all EHS arrangements or instructions
• Report any failings in EHS arrangements to line manager
• Ensure strict compliance with EHS policies
• Report all incidents within specified timeframes
• Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
• Where applicable, induct vendors to site specific situations and keep records
• Work closely with Corporate Security on safety and security questions or concerns
• Other duties as assigned by supervisor
• Oversee client Fire Warden/First Aid program
• Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Actively support an environment that supports teamwork, co-operation and performance excellence within team
• Assist in mentoring and enabling Training & Development of team members

Location:

On-site –Shanghai, China

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

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