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.   

Senior Coordinator Meetings & Events

Daily operations

• Responsible for the management of meeting rooms across the Amsterdam site, by using the REWS ticketing tool, maintaining service level agreements (SLA) based on our playbooks
• Ensure regular cadence meetings with the team to maintain full oversight of the meeting and events in the entire office in accordance with the Meeting & Events Check-in
• Ensuring that the M&E details are being delivered by the client in the M&E Canvas and responsible for maintaining the Meeting & Event Tracker daily based on the M&E Canvas - ensuring all meeting and event details are accurate and communicated to the full WPS team
• Lead weekly hospitality meetings and daily team syncs to align on meeting and event schedules
• Responsible for Meeting & Events taking place in the CFA (Customer Facing Area) including all SIC Tickets and Customer Meeting requests via REWS’s Portal
• Stay informed on all Meetings & Events (M&E) updates and communicate relevant changes or noteworthy developments to the onsite WPS team
• Regularly communicate and collaborate with the on site WPS team for excellent service delivery, room setup, catering setup, service, and clearing 
• Support internal and external meetings with any meeting room requirements, and coordination between different requesters to optimise space usage by reshuffling bookings where required
• Coordinate and deliver events and celebrations in our office, in close collaboration with EMEA events teams such as EE (Employee Engagement), Employee Impact Council, EA’s and Equality Groups . Ensuring seamless communication and coordination with the on-site WPS team for excellent service delivery
• Flag any meeting details requiring special attention to the Hospitality Lead, including after-hours events, events with children, executive visits, large groups, or extra requests (cleaning, security etc.)
• Support any kind of event hosted in our office with logistic requirements, such as catering, furniture, additional AV equipment etc. Responsible for the smooth execution of all M&E including any high-profile or large-size event request and VIP/Executive visits along with the Hospitality Lead
• Responsible for tracking vendors, meetings, events, and catering via the relevant resources in association with GSAs and Service Desk. Reporting any issues back to the Hospitality Lead
• Collaborate with GSA team on all meetings and events that require any services i.e. Guest Services, Parking, Catering
• Informing and redirecting to non JLL vendors
• Be knowledgeable about the refreshments program and catering ordered to the office by the WPS team (including information about special beverages, food ingredients, allergens, dietary requirements, etc.)
• Be proactive during events, making sure to be onsite early and present, visible and approachable during the event. Providing hands-on support if required, ensuring close cooperation with Facility team
• Create contingency plans for events, and keep a professional response to any short notice changes or complaints, aim for the best possible resolution in collaboration with Hospitality Lead

GS&S 

• Responsible for ensuring all meeting and event activities comply with local regulations and corporate policies, identifying and mitigating potential risks associated with meetings and events, maintaining a focus on safety and security for all employees and guests visiting the office
• Follow GS&S security regulations and ensure these are carried out for every event. Raise any GS&S concerns to the relevant POC via the REWS Ticketing tool and to the Hospitality Lead

FINANCE 

• Responsible for overseeing all budgets related to meeting and event services, including planning, monitoring, and controlling expenses to ensure cost-effective allocation of resources while maintaining high-quality service standards.
• Coordinate and manage payments, invoices, and reconciliations for all catering and food-related deliveries for meetings and events, ensuring accuracy, timely processing, and responsible use of budgets and re