Event Coordinator (2)

Role Overview

Event Coordinator at JLL, supporting the community engagement team at a dynamic mixed-use compound in Riyadh, Saudi Arabia. This hands-on role ensures the flawless execution of community events, resident activities, and weekend programming.

Company Overview

JLL is a leading global provider of real estate and investment management services. The company empowers employees to shape the future of real estate by combining world-class services, advisory, and technology for clients. JLL is committed to hiring talented people and empowering them to build meaningful careers.

Role Purpose

The Event Coordinator works closely with the Event Planner and Community Engagement Manager to handle operational and logistical aspects of events from planning through completion, ensuring memorable resident experiences and seamless event execution at the compound.

Key Responsibilities

Event Planning & Coordination

• Assist Event Planner in coordinating and executing all compound events, activations, and community programs.
• Prepare event timelines, checklists, operational documents, setup diagrams, and coordinate space configurations with the facilities team.
• Prepare meeting agendas and take minutes for event planning sessions.
• Maintain comprehensive event files including contracts, permits, insurance certificates, and correspondence.
• Prepare and distribute event briefings and run sheets.

Logistics & Operations

• Coordinate event logistics including equipment delivery, setup schedules, vendor arrivals, and conduct pre-event site inspections.
• Provide on-site support during events including setup coordination, registration, guest services, activity management, and volunteer coordination for larger events.
• Oversee event breakdown ensuring equipment accountability and proper space restoration.
• Monitor event operations and report concerns or issues to Event Planner immediately.
• Coordinate equipment maintenance and repairs, track material usage, prepare reorder requests, and organize storage areas for optimal accessibility.

Vendor & Supplier Management

• Serve as day-of-day liaison for vendors and suppliers.
• Maintain vendor databases and documentation.
• Support invoice processing and payment tracking.

Inventory & Budget Management

• Manage event materials inventory including decorations, supplies, registration materials, and branded items through regular audits.
• Coordinate equipment rentals when needed.
• Process purchase requisitions and expense reports.
• Track event budgets and expenses using financial tracking systems.

Customer Service & Resident Engagement

• Deliver excellent customer service to residents and address inquiries professionally.
• Build positive relationships through friendly interaction.
• Gather resident feedback through surveys and informal interactions.
• Respond to event inquiries via multiple channels.
• Maintain accurate event participation records.

Safety & Compliance

• Support event safety protocol implementation including risk assessments, proper signage placement, and hazard monitoring.
• Maintain first aid kit readiness.
• Ensure compliance with compound policies and Saudi regulations.

Reporting & Documentation

• Compile post-event reports with attendance and feedback summaries.
• Organize event documentation and media archives.
• Support outcome analysis and identify improvements.
• Maintain accurate event calendar records.

Qualifications & Experience

• Bachelor's degree or Diploma in Event Management, Hospitality, Communications, or related field.
• Minimum 3-5 years of event coordination or event support experience.
• Minimum 2 years of experience in Saudi Arabia or GCC countries (preferred).
• Experience coordinating or supporting events in community, hospitality, retail, or entertainment settings.
• Familiarity with Saudi culture and experience working in Saudi Arabia or similar cultural environment (preferred).
• Experience managing event logistics including vendor coordination, setup, and on-site operations.
• Track record of providing excellent customer service in face-to-face environments.
• Experience working with diverse teams and multicultural communities.
• Demonstrated ability to work independently while also being a strong team player.
• Experience handling multiple priorities and working in fast-paced environments.

Skills & Competencies

• Event coordination and logistics management.
• Vendor liaison and communication.
• Customer service and resident engagement.
• Administrative support and documentation.
• Time management and prioritization.
• Strong organizational skills with keen attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Comfortable using event management or registration software.
• Excellent communication skills in English (written and verbal).
• Arabic language skills highly advantageous.
• Strong interpersonal abilities.

Additional Information

• Position is on-site in Riyadh, Saudi Arabia.
• JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.
• The candidate must be able to perform all functions and responsibilities of the role deemed necessary for proper performance of services and effective management of the property in accordance with good industry protocols and applicable best international standards and codes of practice.