Event Coordinator (1)

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 is essential to ensuring 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 organization empowers its people to shape the future of real estate by combining world-class services, advisory, and technology for clients, committed to hiring talented people and enabling them to build meaningful careers.

Role Purpose

The Event Coordinator will work 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 through community events, activations, and resident activities.

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.

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.
• 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, and support invoice processing and payment tracking.
• Monitor event operations and report concerns or issues to Event Planner immediately.

Inventory & Materials Management

• Manage event materials inventory (decorations, supplies, registration materials, branded items) through regular audits and coordinate equipment rentals when needed.
• Maintain comprehensive event files including contracts, permits, insurance certificates, correspondence, and prepare/distribute event briefings and run sheets.

Financial Management

• Process purchase requisitions and expense reports and track event budgets and expenses using financial tracking systems.

Resident Engagement & Customer Service

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

Safety & Compliance

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

Post-Event & Documentation

• Compile post-event reports with attendance and feedback summaries, organize event documentation and media archives, support outcome analysis, identify improvements, and 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.
• Excellent communication skills in English (written and verbal).
• Arabic language skills highly advantageous.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Comfortable using event management or registration software.
• Strong interpersonal abilities for coordination with vendors, suppliers, internal departments (facilities, security, maintenance), Event Planner, residents, and event participants.

Additional Information

• Location: On-site in Riyadh, Saudi Arabia.
• The candidate will be required to perform all functions and responsibilities of the role, which may not always be expressly mentioned in the client's contract but would be deemed necessary for the proper performance of services and the carrying out of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice.
• JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.