Events & Facilities Coordinator

JLL•New York, NY

3d•$65,000 - $72,000•Onsite

About The Position

The Events & Facilities Coordinator assists with planning and executing internal and external events while ensuring an exceptional client experience through proactive communication and high-touch hospitality service. This role is the primary point of contact for conference center clients and manages operations, functions, and logistics, including scheduling, catering, audiovisual requirements, and event setup coordination. The coordinator executes high-profile meetings with senior executives and delivers high standards of service to exceed client expectations. The position manages room booking systems and calendars, meeting room readiness, supplies, food and beverage stock, vendor relationships, trouble tickets, visitor experience improvements, and customer requests. It also coordinates VIP events outside regular hours and organizes event-related requirements such as catering. The role is on-site in New York, NY. Compensation is $65,000–$72,000 per year. The position does not provide visa sponsorship; candidates must be authorized to work in the United States without sponsorship.

Requirements

Bachelor's degree or proven experience as an event planner or organizer.
1–3 years of experience in event planning, project management, hospitality, or a related field.
Exceptional customer service skills and a demonstrated passion for hospitality and high-touch service delivery.
Excellent time management and verbal and written communication skills, including the ability to communicate professionally across all organizational levels.
Ability to multitask and manage multiple priorities in a fast-paced environment while delivering results under tight deadlines.
Must be authorized to work in the United States without sponsorship; visa sponsorship is not provided.

Nice To Haves

Experience working with clients at all organizational levels, including C-suite executives and senior leadership.
Budget planning experience, including developing cost quotes and managing expenses within allocated budgets.
Willingness and ability to travel as needed, with flexibility to work some nights and weekends based on event requirements.
Highly collaborative interpersonal skills and a track record of initiative, integrity, and good judgment.
Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Visio, and Outlook.
Experience with client scheduling software and conference center management systems.
Knowledge of audiovisual equipment troubleshooting and technical event setup requirements.

Responsibilities

Create and efficiently maintain Outlook and SharePoint room booking systems.
Liaise with technicians, cleaners, and reception staff to coordinate meeting setups.
Ensure accurate room booking information is displayed on each room every morning.
Monitor meeting room signage, furniture, and AV/VC equipment condition.
Establish and maintain professional relationships with local suppliers.
Monitor food and beverage meeting consumables and maintain agreed par-stock levels.
Plan and organize meetings, events, and relevant contractor training sessions.
Handle daily trouble ticket requests.
Maintain adequate stock of meeting room-related items.
Work with the reception team to improve the external visitor experience.
Liaise with customers regarding special requirements.
Serve as the first point of contact for hosts and guests.
Coordinate VIP events held after hours efficiently and effectively.
Manage meeting room calendars and incoming booking requests.
Ensure rooms are prepared and cleared before and after meetings.
Organize requirements for room bookings, including catering requests.
Assist with planning and executing internal and external events and provide high-touch hospitality service.
Manage event logistics, including scheduling, catering, audiovisual requirements, and setup coordination.
Execute high-profile meetings involving senior executives while maintaining high standards of client care.