Events & Facilities Coordinator

JLL • New York, NY

1d • Onsite

About The Position

The Events & Facilities Coordinator assists with planning and executing internal and external events while providing exceptional client experiences through proactive communication and high-touch hospitality. The role is the primary point of contact for conference center clients and manages event operations and logistics, including scheduling, catering, audiovisual requirements, and setup coordination. The coordinator supports high-profile meetings involving senior executives and ensures consistently high standards of service.

The position manages meeting-room booking calendars and requests, coordinates room preparation and clearing, and liaises with technicians, cleaners, reception, customers, and suppliers. It also maintains room signage, furniture, audiovisual and video-conferencing equipment, food and beverage consumables, and meeting-room supplies. The role handles trouble tickets, coordinates contractor training sessions, and ensures VIP events held after hours are organized effectively.

This is an on-site position in New York, New York. The stated expected compensation is $65,000–$72,000 per year. Visa sponsorship is not provided; 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 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 visa sponsorship.

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 and flexibility to work some nights and weekends based on event requirements.
• Highly collaborative interpersonal skills and a track record of initiative, integrity, and sound judgment.
• Proficiency with 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 maintain Outlook and SharePoint room-booking systems.
• Coordinate meeting setups with technicians, cleaners, and reception.
• Ensure accurate room-booking information is displayed outside each room each morning.
• Monitor meeting-room signage, furniture, and audiovisual/video-conferencing equipment.
• 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 and 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.
• Assist with room-booking requirements, including catering requests.

Benefits

• 401(k) plan with matching company contributions
• Comprehensive medical, dental, and vision care
• Paid parental leave at 100% of salary
• Paid time off and company holidays
• Early access to earned wages through Daily Pay
• Supportive culture and comprehensive benefits package prioritizing mental, physical, and emotional health

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level