JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Job Summary
The Events Coordinator plays a key role in ensuring the seamless execution of all client events onsite at the London office. This role requires daily presence to coordinate logistics, manage client interactions, and oversee event setups in real-time. Acting as the first point of contact for event enquiries and requests, the Events Coordinator manages the day-to-day coordination of event logistics, setups, and client communications, working collaboratively with the Events Manager, Events Operations Assistant, and operational teams to deliver exceptional event experiences.
This role is accountable for coordinating event lifecycles from initial client briefing through to post-event evaluation, managing vendor relationships, ensuring health and safety compliance, and maintaining high standards of service delivery. The Events Coordinator serves as a vital link between the Events Manager, clients, and operational staff, ensuring clear communication and efficient execution.
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Job Responsibilities
Event Coordination & Setup
Serve as the onsite first point of contact for all client events, creating, managing, and reconciling event briefs and details
Develop detailed event briefs, setup requirements, and operational plans based on client needs and event objectives
Communicate setup requirements, room layouts, timelines, and event specifications to the Events Operations Assistant and operational teams
Coordinate all event logistics, materials, deliveries, and operational requirements prior to event execution
Conduct pre-event walkthroughs and final checks to ensure setup requirements have been delivered in line with client expectations
Oversee event readiness and act as the escalation point for setup-related issues
Arrange pre-event meetings with clients to understand their requirements and ensure expectations are met
Oversee and maintain event space bookings through the shared Outlook calendar, ensuring seamless scheduling and conflict resolution
Coordinate venue setup requirements and communicate expectations to the Events Operations Assistant and operational teams
Review event setup and food presentation standards to ensure alignment with client requirements
Monitor event delivery and provide operational guidance and support as required
Responsible for adding tickets in the calendar and closing Corrigo jobs
Put together catering menus and place orders for clients based on their requirements
Client & Customer Experience
Act as the primary point of contact for all client event requests from initial enquiry through to post-event feedback
Conduct client consultations and planning meetings to understand objectives, expectations, and requirements
Provide event recommendations and guidance to clients based on operational feasibility and budget considerations
Ensure clients receive exceptional service at every touchpoint
Internal Communication & Support
Act as a liaison between the Events Manager, clients, and operational staff, ensuring clear communication and efficient execution of tasks
Support key internal events and coordinate with cross-functional teams
Work alongside Chamberlaine porters and housekeepers for event setup and execution
Provide regular updates to the Events Manager on event status and any issues
Maintain daily physical presence to ensure seamless coordination between teams and quick response to operational needs
Vendor & Supplier Coordination
Source and manage external vendors, catering providers, entertainment suppliers, and event partners
Obtain quotes and proposals in line with event requirements and budget expectations
Confirm bookings, contracts, and service requirements with suppliers
Ensure vendors receive all event information, timelines, access requirements, and operational expectations prior to event delivery
Review and maintain vendor documentation, including insurance certificates, RAMS, and compliance records
Manage supplier performance and maintain strong vendor relationships
Escalate supplier concerns or performance issues to the Events Manager where required
Health & Safety
Review and validate RAMS, insurance certificates, allergen information, hygiene records, and compliance documentation prior to event approval
Ensure all required Health & Safety documentation is complete and approved before vendors are permitted onsite
Liaise with vendors and operational teams to resolve compliance issues prior to event delivery
Maintain accurate Health & Safety and compliance records
Support the Events Manager in maintaining compliance with site policies, food safety regulations, and event standards
Ensure Health & Safety requirements are communicated to all vendors and operational teams
Escalate compliance concerns to the Events Manager as required
Problem Solving & Operational Improvements
Resolve operational issues related to event services, including janitorial, parking, furnishings, and equipment concerns
Act collaboratively to solve problems and resolve spontaneous situations with professionalism and service orientation
Proactively identify process improvements to enhance event delivery and client satisfaction
Report any IT issues to the Events Manager
Administrative & Diary Management
Own and manage the Events Team mailbox, ensuring all event enquiries are responded to within agreed service levels
Manage the event planning calendar, event records, and shared Outlook bookings, ensuring accurate scheduling and conflict resolution
Support the Events Team with diary management, meeting room reservations, and general event administration
Produce and maintain event reports, trackers, budget updates, and monthly reporting requirements
Maintain event documentation, planning tools, operational records, and event files
Track event consumables spend and budgets, reporting variances and updates to the Events Manager
Coordinate weekly operational briefings with the Events Operations Assistant and supporting teams to review upcoming event requirements, timelines, and staffing needs
Assist with general administrative tasks related to event planning and execution
Invoicing
Manage event invoicing processes and maintain accurate financial records
Track event spend against approved budgets and report variances to the Events Manager
Support invoice reconciliation and payment follow-up activities
Maintain event budget trackers and financial documentation
Monitor alcohol stock records and report variances to the Events Manager
Additional Responsibilities
Inspect and maintain equipment, ensuring it is in good condition post-event
Offer support for guests, visitors, and employees during events
Monitor and support smooth operations across all event activities
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If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
