Job Description

JLL empowers you to shape a brighter way

Our people at JLL and 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.

Overall Role

The Event Coordinator plays a pivotal role and becomes the vital link that makes exceptional events happen. This exciting role puts you at the heart of our high-volume event operations, where your organizational expertise and attention to detail directly contribute to seamless event experiences.
Need supporting account client at their vibrant workplace based on they need. We need a detail-oriented professional with a passion for exceptional service and the organisational skills to thrive in our fast-paced environment. The ideal candidate combines adminis

trative expertise with a genuine enthusiasm for creating outstanding experiences.

Duties & responsibilities

Customer Service

• Represents Company in a courteous, efficient, and friendly manner in all customer and employee interactions.
• Foster a sense of community and create happiness at work for our team, our client and their guest.
• Visibly engaged and well known in the workplace; spends a minimum of two hours per day welcoming employees in the reception or employee entrances and also walking floors to ensure Workspaces (desk, conference rooms, pantries, utilities etc.) are stocked and maintained
• Interact with customers and resolves customer complaints in a friendly and service-oriented manner.
• Approaches all situations with a can-do attitude and presents solutions not problems.
• Reviews and Responds to all customer comments or newly assigned events within 24 hours.
• Relays relevant comments from customers directly to catering manager, team members, or client managers as necessary.

Events Management

• Ensures that all daily event orders are processed, and fulfilled to client expectations.
• Monitors all events and customer satisfaction by ensuring room layout, decor, rentals, and catering are complete.
• Accommodates event requests, changes and last-minute requests efficiently and courteously.
• Maintains a professional, calm, and composed demeanour while offering consistent and efficient completion of events in correspondence, coordination and execution.
• Works with outside vendor teams for rentals, equipment, etc. as needed.
• Partners with Catering Manager and staff as required to ensure catering is correct and on time.
• Works with Events organisers to ensure scheduling is correct.
• Directs with Events Setup team to ensure room layouts and resets are correct.
• Communicating clear and concisely in a timely manner.
• Processing high volume emails with accuracy and efficiency.
• Act as managing agent on food and beverage services to ensure high quality food is served in client's office and for all events.
• Works with Global Events Team for any troubleshooting that will arise from employees.

Food Program Support

• Coordinates monthly audit and gathers comments .
• Verifies and approves monthly invoice with accuracy including Barista and Breakroom.
• Involve in quarterly KPI review report for meeting with F&B and Culinary Team
• Work closely with Onsite F&B Manager and Workplace Manager for all food related issues
• Work closely with Onsite F&B Manager on changes to food order quantities, headcount and guests.

Site Operations

• Assist in the implementation of Industry Best Practice operations, in accordance with SOP standards and processes
• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times Seek ways to improve operational standards and cost effectiveness
• Updating of monthly management reports for waste management and energy management
• Prepares monthly and quarterly events report in a timely manner for JLL reporting to client.
• Being the regional SME support for events management
• Perform any ad hoc tasks as directed by the Facilities manager

Health & Safety Management

• Assist in carrying out safety procedures as requested
• Maintaining site induction register and conducting training for vendors and employees.
• Ensure compliance with insurance, legal, health and safety obligations

• Vendor Management

• Assist the Facilities Manager in the procurement of vendors and services as required
• Assist in the management of all contractors on site to ensure they perform to the required standards including inspection of vendors’ works
• Assist in the management of vendor register.

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Responsible for Invoice and Payment process for vendors on JLL & client system.

Internal News Video Publishing Responsibilities

• Receive internal video release requests submitted by employees via email. Verify that the request has obtained email approval from the applicant’s line leader before processing; reject requests without proper approval.

o Download the corresponding video files as specified in the request email, and upload qualified videos to the designated company internal video player platform.

o Strictly follow the video launch time and removal time indicated in the request email, complete scheduled video uploads and timely removals to avoid overdue retention.

o Regularly organize the platform video library to ensure compliant content and no expired videos remain online.

Corporate Vehicle Coordination & Management Responsibilities

• Provide ongoing guidance and training for all employees on the use of the corporate vehicle booking system, and answer daily inquiries about booking procedures, available vehicle types and charging standards.

o Inform employees of available vehicle resources: in-house company cars/drivers and three contracted external vendors, offering GL8 business cars, minibuses and coaches based on passenger numbers.

o Collect complete trip information from applicants (via the booking system or Teams), match the most suitable vehicle type according to actual needs, and answer employee questions about vehicle fees.

o Prioritize coordination with internal driver manager David to check in-house driver and vehicle availability; if in-house resources are fully booked, initiate external vendor bookings via formal email.

o Follow up on driver-passenger confirmation to ensure on-time trips; handle unexpected issues during trips and vendor service complaints.

o Complete month-end ERP vehicle expense summary, verification and departmental cost allocation to finish the monthly financial closing process for transportation expenses on time.

Location:

On-site –Shanghai, China

Job Tags:

Hiring

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement and Supplemental Privacy Statement for Individuals in China

For additional details please see our career site pages for each country.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.