Workplace Event Coordinator

JLL empowers you to shape a brighter way. Our people at JLL 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.

Purpose of the Role: The role of the Workplace Experience Coordinator is to manage, coordinate, support and facilitate all client events on site and be the point of contact for the HSBC staff and their clients. The Workplace Experience Coordinator is responsible for creating and nurturing a culture of excellence that delivers on the provision of a world class service for HSBC. The individual will work closely with HSBC staff and their clients, as well as other service partners in the business, and as this role is highly visible - you are always an ambassador. The role is hands on with the candidate being involved and supporting all aspects of a client event request, whilst being open minded, adaptable and flexible in an ever changing and evolving business at all times. A highly self-motivated individual who has an instinctive customer centric approach that anticipates our colleagues & customer needs.

Reporting to: Events Lead

Working Hours: The working hours of the Workplace Experience Coordinator is 08:00-17:00 Monday to Friday, 40 hours per week. Flexibility is essential to support events and key business activity.

Location: London Metro

Main Duties and Responsibilities:

• Event Coordination: First point of contact for all Client Events including, creating, managing, and reconciling briefs and details for events. Arrange pre-events meetings with the client to discuss their specific needs. Manages all event space diaries through the booking system and oversee all furniture set-ups for events spaces. To ensure a smooth running of events from start to finish for all events taking place throughout the building. To ensure appropriate levels of communication are maintained with all service providers across the site. This includes weekly event team meetings to ensure seamless communication is consistent.
• Client Relationships: To build a highly trusted relationship with HSBC staff and their clients ensuring that we are proactively engaging, listening and promptly acting appropriately and constantly collaborating. To work in together with our service partners, promoting a one team approach at all times ensuring a seamless service is provided by sharing innovative ideas and providing feedback. To lead showrounds promoting the use of all meeting room and event space ensuring you are flexible and adaptable to accommodate the requests of a host where possible. To consistently review and improve the events policies and procedures to ensure it is in line with business needs and is designed to deliver service excellence at all times. To effectively manage and resolve any complaints ensuring an action plan is implemented for future reference. To collate and action any feedback following an event including regular audits and event inspections. Analyse reports and data to provide detailed monthly statistics identifying areas of improvement and creating an action plan to address these.
• Operational Skills and Knowledge: To be fluent in the operational functions of business events, understanding event opportunities and boundaries. Ensure all on site operational manuals are up to date and relevant with all the information referred to in the point above. To work with the Events Manager, Events Lead & Colleague Experience Manager as well as HSBC clients to ensure our contracted services are consistently market leading, looking for opportunities to be able to sell and present these to clients.
• Communication: To actively participate in meetings both internally and externally. To actively coordinate events regular meetings. To actively work with others (clients, suppliers, and the team) seeking out ideas for service improvements, feedback and suggestions for development and to share this information appropriately. To clearly present both verbally and in writing required events information for all parties in the business. To communicate with your line manager on all and any issues pertaining to HR and training. Able to communicate and present clearly and confidently face to face or over the telephone. Able to engage with other people to build empathy and rapport.

Person Specification/Requirements:

• Experience in event coordination within hospitality, corporate and/or facilities environment.
• Experience of data analysis, interpreting and presenting data in a business environment including proposals.
• The ideal candidate will thrive in a quick moving, ever-changing environment, have an extraordinary attention to detail, while still working under tight deadlines. They need to be collaborative, supportive, and skilled in handling multiple, complex, concurrent events.
• Outstanding customer service skills and orientation.
• Proficient in MS Office and Outlook, and possess excellent written and verbal communication and people skills.
• Ability to always multitask and maintain professionalism without supervision.
• Previous experience of working in a fast-paced, corporate multi-national environment.
• Must be able to demonstrate flexibility in relation to type of works carried out and availability with events often operating out of hours.
• Immaculate personal presentation & appearance.
• An excellent customer focused manner at all times.
• Ability to be proactive and to possess strategic thinking and planning skills.
• A willingness to travel outside of the London Metro as and when required to regional offices to support multi-site events.

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