Event Coordinator, e-commerce Company@Meguro

About JLL & JLL Work Dynamics

We’re JLL. We’re a professional services and investment management firm specializing in real estate. As a Fortune 500 company, we help real estate owners, occupiers and investors achieve their business ambitions.

JLL Work Dynamics serve an integral role in JLL’s commercial real estate businesses. We are a proven, trusted and long-term real estate service partner for 70+ global, regional, and local clients, and pride ourselves in delivering excellent facilities management services.

If you’re looking to step up your career in the field of Facilities Management, Customer Service, and Hospitality, JLL is the perfect professional home. With us, not only you’ll have a chance to work with the world’s leading businesses, but also make long-lasting professional connections and be inspired by the best. With our industry leading internal mobility policy and flexible career development program, we’re focused on opportunity and want to help you make the most of yours.

Achieve your ambitions - join us at JLL!

About the Client

American multinational technology company which focuses on e-commerce, cloud computing, digital streaming, and artificial intelligence. With high focus to create a workplace that is inclusive and reflects the diversity of the cities they serve—where everyone can be their authentic self, and where that authenticity is celebrated as a strength. By creating an environment where people from every background can thrive to make a better company - for employees and customers.

Responsibilities

Operational Management

• Create and efficiently maintain Outlook and SharePoint room booking systems.

• Effectively liaise with Technicians, Cleaners and Reception for meeting set-ups.

• Ensure accurate room booking information is displayed on each room every morning.

• Monitor meeting room signage condition, furniture and AV/VC equipment.

• Set up and maintain professional relationship with local suppliers.

• Monitor usage of Food and Beverage meeting consumables in the kitchen and other food services, maintain agreed par-stock levels.

• Plan and organize Meeting and Events, relevant contractors training session.

• Handle daily Trouble Ticket requests.

• Maintain adequate stock of all Meeting Room-related items.

• Liaise with Reception team for external visitor experience improvements.

• Liaise with Customers for special requirements.

• Be the first point of call on the Front Desk.

• Ensure all events for VIPs after out of hours are coordinated efficiently and effectively.

Vendor Management

• Manage vendor contract, budget and spending.

• Monitor processes the key performance indicator to quantify the efficiency, effectiveness, quality timelines and compliance of the vendor.

• Manage the meetings with vendors to report on issues, recommendation, best practice/innovations and cost saving.

CANDIDATE SPECIFICATION:  KEY SELECTION CRITERIA

Experience

• Be familiar with the Scope of Work and assist Reporting Manager in the delivery of

Client Satisfaction

Uninterrupted site operation

Continuously improving service

• Possess good IT skills

• Proficient in MS Applications such as Excel, Word and PowerPoint

The person we need will be:

• Customer-Centric

• Meticulous and organized

• Team player

• Integrity and honesty

• Possess good interpersonal, oral and written communication skills

• Possess strong presentation skills

• Must be prepared to query if guidelines/procedures are not in order

Core Competencies

• Work well with key stakeholders and other departments/functions

• Possess the requisite technical skills

• Establish and maintain good relationships with colleagues

• Communicate effectively orally and in writing

• Positive influence to others

• Listen actively

• Team player, motivate and engage with colleagues