Business Support, Events

JLL; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

JLL in Singapore is seeking an Event Coordination specialist to manage end-to-end event operations, from requisitions to on-site delivery. You will collate requirements, confirm bookings, and update the event calendar to reflect current schedules.

On a daily basis you will ensure spaces such as recreation areas, auditorium, and other venues are prepared. You will liaise with organizers and vendors, assist with AV setup, and handle post-event wrap-up, surveys, and trackers.

Responsibilities

• Respond to event requisitions from organizers and collate requirements.
• Confirm event bookings and update the event calendar.
• Ensure event spaces are set up per booking specifications.
• Liaise with requestors and vendors; oversee recreation area, auditorium and hexagon setups.
• During events: be point of contact for organizers and assist with queries.
• After events: reset seating and send surveys; update trackers.
• Site visits and ad-hoc repairs/AV support as needed.

Skills

Event coordination

Vendor liaison

Communication

Attention to detail

Tools

AV setup

Event scheduling software

Job description

Event Coordination

• i Respond to event requisition from organizers
• i Respond to event requisition from organizers
• ii Collate event logistics requirements
• iii Confirm event booking
• iv Update event calendar

Conduct daily checks

• Event spaces setup in accordance with event booking requests and specification
• i. Recreation Area
• ii. Auditorium
• iii. Hexagon

Event operations

• Before events:
• i. Ensure Event Schedule is updated at the end of every week (Friday), and flashed on Reception TV start of every week (Monday)
• ii. Ensure space is available before committing
• iii. Finalise event details and requirements with organiser
• iv. Ensure sufficient manpower, operating equipment and/or furniture
• v. Create event visual for reception counter screen
• During events:
• i. Be point of contact for organisers and assist with any queries and/or requests
• After events:
• i. Prepare table/seating setup for next event
• ii. Reset table/seating setup for next day (ongoing event)
• iii. Send out Type Form survey to organiser(s) for feedback
• iv. Update event trackers/statistics

Site Visits

• i Liaise with requestor
• ii Liaise with vendors/contractors

Ad-hoc Services

• i Repair/Maintenance works – assist with repairs/replacement/maintenance of furniture and fixtures, and operating equipment
• ii Audio/Visual – assist with AV setup and/or troubleshooting in absence of AV technician