Jones Lang LaSalle (JLL) is hiring a Facilities & Events Coordinator

Jones Lang LaSalle (JLL) is looking for a Facilities & Events Coordinator to provide comprehensive events support and facilities management coordination for a client site in Kuala Lumpur. You will act as the Single Point of Contact (SPOC) for events from Facilities, ensuring successful execution and contributing to our mission to empower our people and shape a brighter way.

What You'll Do

• Work with clients to identify their needs and ensure customer satisfaction.
• Communicate with all stakeholders on plans and ideas with regular updates through client communication tools.
• Provide feedback and periodic reports including pre- and post-event evaluations.
• Propose ideas and initiatives to improve provided services and event quality.
• Provide events support as defined in the Service Level Agreement (SLA) and Master Services Agreement.
• Manage and maintain events tool, bookings, and confirm event spaces.
• Process high volume emails and requests with accuracy and efficiency.
• Coordinate event furniture setup.
• Proactively handle any issues and troubleshoot any problems on the event day.
• Assist in facilities-organized client events, happy hours, themed in-office events, wellness programs, and human experience programs.
• Coordinate event planning, design, and production while managing all project delivery elements within agreed timelines.
• Accommodate event requests, changes, and last-minute requests efficiently and courteously as per SLA guidelines.
• Manage and monitor pantry services in daily operation and internal events. Ensure adequate stock levels are met.
• Act collaboratively and work with various parties such as Event Host, Production Crews, AV, Culinary and Catering, Site Teams, and Vendors to execute events.
• Coordinate base building services and all after-hours requirements.
• Support events in other locations as needed.
• 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.
• Assist in financial processes ensuring prompt and accurate management of purchase orders in JDE.
• Responsible for Invoice and Payment process for vendors on JLL and client systems.
• Assist in carrying out safety procedures as requested.
• Ensure compliance with insurance, legal, health, and safety obligations.
• Follow established escalation procedures and incident reporting procedures.
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures, and strategies.
• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times.
• Maintain premises in neat and good working condition at all times.
• Perform any ad-hoc tasks as directed by the reporting manager.
• Produce accurate reporting as required and timely submission.
• Successfully and enthusiastically produce events from conception through to completion.
• Ensure client satisfaction and successful implementation of services with uninterrupted Site Operation.
• Ensure the SLA KPI Targets are met.

What We're Looking For

• Degree or Diploma in Business Administration, Hospitality, Facilities or equivalent qualification.
• Intermediate to Advanced skills in Microsoft Office software.
• Good written and strong verbal communication skills.
• Excellent client service and communication skills.
• Ability to deal with a variety of complex issues concurrently.
• Ability to work under pressure with limited supervision.
• Strong problem-solving skills with ‘can do’ attitude.
• Goal oriented and focused on meeting performance targets.
• Ability to work well in a team environment.

Nice to Have

• Prior experience in Hospitality or Events Management.
• Customer experience.

Technical Stack

• Microsoft Office

Team & Environment

You will be a key member of the Facebook Facilities Team, reporting to your Reporting Manager.

Work Mode

This role requires you to be onsite at our client’s location in Kuala Lumpur, Malaysia.

JLL is committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.