Meeting & Events Coordinator

Workplace Experience Meeting and Events Coordinator - JLL

What this job involves: As a Workplace Experience Meeting and Events Coordinator at JLL, you will assist with all aspects of planning and execution of internal meetings and events for office residents, ranging from multi-day training sessions to office-wide lunches. This role requires you to ensure exceptional client experiences through proactive communication and high-touch hospitality focused service while providing superior client service and enhancing individual personal and professional skills. You'll be client-facing and must exhibit exceptional customer service and communication skills while embodying the client brand and culture that reflects JLL's commitment to creating workplace experiences that will be long remembered by clients and setting the standard for superior experiences.

What your day-to-day will look like:

Event Planning and Coordination:

* Provide event coordination and assist in setup or cleanup for onsite events including catering, AV, office supplies, and logistics management

* Work closely with executive assistants and meeting hosts with professional demeanor for seamless event execution

* Understand layout and flow of office/space to optimize event planning and guest experience

* Coordinate multi-day training sessions, office-wide lunches, and various corporate events with attention to detail

* Ensure all events align with client brand standards and corporate culture expectations

Space and Calendar Management:

* Manage calendars of various spaces while optimizing utilization and preventing scheduling conflicts

* Reserve and confirm reservation requests for conference rooms and event spaces with accuracy and timeliness

* Monitor email inbox and employee requests while prioritizing emails and drafting responses with professional solutions

* Coordinate space requirements with event specifications to ensure optimal meeting environments

* Maintain comprehensive scheduling system for all meeting and event spaces

Catering and Vendor Management:

* Place orders for upcoming meetings and events while ensuring accurate specifications and timely delivery

* Collect, organize, and share invoices with appropriate parties for efficient financial processing

* Partner and build relationships with vendors while maintaining high service standards and cost effectiveness

* Regularly update catering options with local restaurants and caterers to provide diverse and quality selections

* Ensure caterers comply with sustainability efforts while supporting environmental responsibility initiatives

* Ensure all food items are transported, handled, and prepared in accordance with highest sanitation requirements

Client Relationship Management:

* Build meaningful relationships with members of office and visitors through exceptional hospitality service

* Proactively develop and manage client relationships ensuring expected service levels are achieved consistently

* Embody client brand and culture while serving as ambassador for workplace experience excellence

* Work effectively with clients at all levels of organization while maintaining professional demeanor

* Anticipate client needs and provide proactive solutions for enhanced workplace experiences

Communication and Administrative Support:

* Monitor email inbox and employee requests while prioritizing communications for timely professional responses

* Draft solutions and responses that reflect high standards of customer service and problem resolution

* Coordinate with multiple stakeholders including executive assistants, vendors, and facility management

* Maintain detailed records of events, vendor performance, and client feedback for continuous improvement

Required Qualifications:

Education and Experience: * High School diploma or GED required

* Minimum 2-3 years experience in foodservice/hospitality management with focus on client service excellence

* Experience in event planning or meeting coordination preferred

Client Service and Communication: * Ability to work with clients at all levels of organization while maintaining professional relationships

* Exhibits strong communication and listening skills for effective stakeholder interaction

* Exceptional customer service skills with focus on hospitality and client satisfaction

* Professional demeanor with ability to represent client brand and JLL standards

Vendor and Project Management: * Strong vendor management experience with ability to build and maintain professional relationships

* Experience coordinating catering services, AV equipment, and event logistics

* Understanding of sustainability practices and sanitation requirements for food service

* Ability to manage multiple events simultaneously while ensuring quality execution

Technical and Analytical Skills: * Proficient in Windows based office software including Microsoft Office, Word, Excel, PowerPoint, and Outlook

* Must have strong analytical skills for problem-solving and process improvement

* Experience with calendar management systems and reservation platforms

* Ability to learn and utilize various workplace technology platforms

Professional Attributes: * Exhibits initiative, responsibility, flexibility, and leadership in dynamic workplace environment

* Strong attention to detail for event planning and execution excellence

* Ability to work independently while collaborating effectively with team members

* Adaptability to handle changing priorities and last-minute event requirements

Physical Requirements: * Ability to assist with event setup and cleanup including lifting and moving equipment

* Capability to work extended hours during large events and meetings

* Professional appearance and demeanor for client-facing interactions

Preferred Qualifications:

* Experience in corporate workplace services or facility management

* Knowledge of AV equipment and meeting technology

* Understanding of corporate culture and executive-level meeting requirements

* Certification in event planning or hospitality management

Location: Franklin, TN