Events Coordinator

JLL•Bellevue, WA

1d•Onsite

About The Position

JLL empowers you to shape a brighter way. Our people at JLL 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. JLL Experience Services team members are "experts who create value through lasting partnerships." At JLL, it is our goal to provide experiences that will be long remembered by our clients. We set the standard for superior experiences for our clients and our teams. Job Summary The Workplace Experience Meeting and Event Coordinator assists with planning and execution of internal and external events including décor, entertainment, location, invitee list, special guests, equipment, and promotional material. They coordinate event details and set-up with the onsite team and event vendors. The Meeting and Event Coordinator is responsible for ensuring exceptional client experiences through proactive communication and high-touch hospitality focused service. What your day-to-day will look like: Execute simple and full meetings and events. Consult with clients to determine event needs such as space, physical set-up, minor AV and event support. Serve as primary point of contact for clients; respond to all requests in a timely manner in accordance with established Service Level Agreements Manage end-to-end ticket lifecycle with Internal Business Partners (IBPs), including communications, triage, and resolution Triage incoming event requests by evaluating completeness, accuracy, space availability, and resource alignment; communicate with IBPs to gather missing information and propose alternatives when needed Coordinate Certificate of Insurance (COI) administrative support including requesting and collecting COI documentation from vendors, submitting and tracking COIs through designated compliance platforms, maintaining organized records, and notifying stakeholders of missing, expired, or incomplete COIs Provide minor audio-visual support including basic microphone setup (turning on/off), simple sound activation (pressing play/start buttons), and plug-and-play computer connections Manage all operations, functions, and logistics including scheduling using client scheduling software and troubleshooting A/V and other set-up issues. Conduct supplies inventory audits and coordinate restocking Execute pre-event, during-event, and post-event support including planning kick-off calls, coordinating shipments and guest lists, serving as day-of point of contact, conducting debriefs, and closing tickets Utilize ticketing systems: Corrigo, Google Calendar, Social Tables, Slack, and Google Workspace products to document and manage event programs; log all activities, requests, and issues accurately in designated client systems Document lessons learned, review post-event survey feedback, and identify service enhancement opportunities Engage in continuous improvement and innovation by adopting best practices and new tools that provide service delivery efficiencies. Handle administrative support such as responding to inquiries and requests. Provide information and direction to vendors, facilities staff and service providers to ensure excellent coordination and execution with minimal disruption. Follow established escalation procedures and incident reporting procedures. All Other duties, as assigned.

Requirements

High School Diploma or GED equivalent
Flexible scheduling for early morning and evening event support; weekend support as event schedules require
1-3 years of experience in event planning, project management, hospitality, or related field.
Excellent time management and verbal/written communication skills with the ability to communicate professionally.
Ability to multi-task in a fast-paced environment.
Exceptional customer service skills with a passion for hospitality.
Ability to work with clients at all levels of an organization, including C-suite.
Willingness and ability to travel as needed.
Proven leadership skills with the ability to manage multiple priorities and deliver results.
Track record of initiative, integrity, and good judgement.
Highly collaborative with strong interpersonal skills.

Nice To Haves

Bachelor's degree or proven experience as an event planner or organizer
Proficiency in Google Suites and Slack

Responsibilities

Execute simple and full meetings and events.
Consult with clients to determine event needs such as space, physical set-up, minor AV and event support.
Serve as primary point of contact for clients; respond to all requests in a timely manner in accordance with established Service Level Agreements
Manage end-to-end ticket lifecycle with Internal Business Partners (IBPs), including communications, triage, and resolution
Triage incoming event requests by evaluating completeness, accuracy, space availability, and resource alignment; communicate with IBPs to gather missing information and propose alternatives when needed
Coordinate Certificate of Insurance (COI) administrative support including requesting and collecting COI documentation from vendors, submitting and tracking COIs through designated compliance platforms, maintaining organized records, and notifying stakeholders of missing, expired, or incomplete COIs
Provide minor audio-visual support including basic microphone setup (turning on/off), simple sound activation (pressing play/start buttons), and plug-and-play computer connections
Manage all operations, functions, and logistics including scheduling using client scheduling software and troubleshooting A/V and other set-up issues.
Conduct supplies inventory audits and coordinate restocking
Execute pre-event, during-event, and post-event support including planning kick-off calls, coordinating shipments and guest lists, serving as day-of point of contact, conducting debriefs, and closing tickets
Utilize ticketing systems: Corrigo, Google Calendar, Social Tables, Slack, and Google Workspace products to document and manage event programs; log all activities, requests, and issues accurately in designated client systems
Document lessons learned, review post-event survey feedback, and identify service enhancement opportunities
Engage in continuous improvement and innovation by adopting best practices and new tools that provide service delivery efficiencies.
Handle administrative support such as responding to inquiries and requests.
Provide information and direction to vendors, facilities staff and service providers to ensure excellent coordination and execution with minimal disruption.
Follow established escalation procedures and incident reporting procedures.
All Other duties, as assigned.