Facilities Coordinator (Event & Facilities Management)

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies 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.

LOCATIONS

Petaling Jaya

REPORTING TO

Assistant Facility Manager

WORKING HOURS

Monday - Friday 8.30 am - 5.30 pm

Saturday 9.00 am - 1.00 pm

OVERVIEW

A Facilities Event/Hospitality Coordinator plans, organizes, and executes events within a company's facilities, ensuring smooth operations by managing logistics, venue setup, vendor coordination, and on-site troubleshooting. Key responsibilities include liaising with clients and vendors, coordinating technical requirements like sound and seating, managing event budgets and timelines, conducting facility walk-throughs, ensuring safety and policy adherence, and executing post-event cleanup and evaluation.

DUTIES AND RESPONSIBILITIES

Develop event concepts, manage budgets, and coordinate all logistical aspects, including venue selection, catering, entertainment, and technical equipment.

• Conduct facility walk-throughs and tours, plan and manage seating arrangements, and ensure the venue setup aligns with event requirements.
• Communicate with clients to understand their needs, secure and coordinate with vendors (caterers, technicians, etc.), and manage contracts.
• Oversee the setup, operation, and troubleshooting of audio-visual equipment and other technical aspects of the event.
• Act as the main point of contact for clients and vendors on the event day, resolve issues and challenges as they arise, and enforce facility policies.
• Ensure smooth event tear-down, conduct post-event evaluations and walkthroughs, and manage the cleanup process to restore the facility.
• Track event expenses and income, prepare billing statements, and maintain event-related databases and reports.
• Coordinate with maintenance staff for pre- and post-event facility checks, manage inventory of supplies, and ensure event safety and compliance.
• A focus on high-quality service to clients and guests.
• The capacity to adapt to different situations and maintain composure under pressure.

KEY PERFORMANCE MEASURES

Uninterrupted events

• 100% compliance of site to key client and internal audits
• Meet or exceed Client Satisfaction survey targets
• Ensure 100% safety and regulatory compliance
• Continuously improving service
• Excellent Response and Reporting
  

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

Diploma in Hospitality Management or Facilities Management

• Minimum 3 years experience in facilities management or building operations with knowledge of soft services and exposure in the hotel industry will be an advantage.
• Able to work under pressure and in a fast-changing environment
• Fluent in Bahasa Malaysia and English

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