Meeting and Events Coordinator

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.

Location: Dublin, Ireland

Title: Meeting and Events Coordinator

Reports into: EMEA Events Manager

Role Purpose

The Meeting and Events Coordinator role is responsible for managing, coordinating, supporting and facilitating all client events across the Dublin Office as well as assisting the facilities team in all aspects of client satisfaction.

The role is supported by the facilities team and reports into the EMEA Events Manager whilst also syncing with the Facilities Manager.

KEY RESPONSIBILITIES:

• Promoting a high level of satisfaction among attendees and hosts by promptly responding to their service requirements.

• Owner of internal events booking system, and first response to all tickets raised.

• Manages all event space diaries through the shared events calendar.

• Coordinates and manages all furniture set-ups for events and conference rooms, both on-site and off-site.

• Leads planning meetings and regularly works with external clients, vendors, and contractors (e.g., cleaning, set-build crews, and production crews) to discuss and coordinate all event requirements in the lead-up to each event.

• Act collaboratively with event hosts before, during, and after events to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.

• Liaise with the client during the event to proactively action any last-minute requests.

• Provides support for guests, visitors, and employees relating to all events and Event Space reservations.

• Where required, will support internal events at off-site locations close to the office, including company parties and events.

• Provides occasional ad-hoc support to the wider EMEA events teams, assisting with cross-regional initiatives or large-scale events as required.

• Resolves problems associated with all event services including: janitorial, parking, conference rooms, interior furnishings, fixtures, and equipment.

• Carries out daily/regular quality audits of all event spaces, furniture, and equipment, logging all issues and ensuring actions are completed on time.

• Responsible for health and safety before, during, and after events, including contractor supervision, reviewing of H&S documentation, and working closely with the JLL/Client health and safety managers.

• Provides weekly, monthly, and quarterly reports to both JLL & client’s Facilities Management and also client’s Global Events Team Management.

• Work with the facilities team to ensure preventative and reactive tasks are completed within the Service Level Agreement (SLA) timeframe.

• Seeks to continuously improve processes, systems, and overall client satisfaction.

• Developing a close working relationship with key Client stakeholders/partners, managing agents, and all of the facilities vendors.

• Working in partnership with the site leads to ensure consistency of service.

• Working cross-functionally with internal support teams (e.g., Culinary, AV, Security, Reception, and Cleaning) to ensure seamless event delivery and resource coordination.

• Managing the facilities assistants to ensure support for events, coordinating their daily and weekly schedules in conjunction with the facilities manager, and guiding them through proactively managing their Facilities workload through the internal & JLL task systems.