Event Coordinator

JLL; Sunnyvale (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

JLL is seeking an Event Coordinator in Sunnyvale to assist in planning and executing internal and external events, ensuring exceptional client experience through proactive communication and high-touch hospitality. You will be the primary contact for conference center clients, handling scheduling, catering, AV, and setup with senior executives in mind.

Key duties include maintaining Outlook/SharePoint booking systems, coordinating with technicians and reception, and ensuring accurate, up-to-date

Qualifications

• Bachelor's degree or proven experience in event planning or related field.
• 1–3 years of experience in event planning, hospitality or related area.
• Excellent customer service skills with a passion for hospitality.
• Strong time management and professional communication across levels.
• Able to multitask in a fast-paced environment and meet tight deadlines.

Responsibilities

• Plan and execute internal and external events with exceptional client experience.
• Serve as primary contact for conference center clients and manage operations.
• Coordinate scheduling, catering, AV needs, and event setup.
• Maintain room booking systems and liaise with technicians, cleaners, and reception.
• Monitor signage, furniture, and equipment; coordinate with local suppliers.

Skills

Customer service

Hospitality

Time management

Communication

Multitasking

Education

Bachelor's degree or proven experience in event planning

Tools

Outlook

SharePoint

Scheduling software

Conference center systems

Job description

What this job involves

The Event Coordinator assists with planning and executing internal and external events while ensuring exceptional client experience through proactive communication and high-touch hospitality service. This role serves as the primary point of contact for conference center clients, managing all operations, functions, and logistics including scheduling, catering, audiovisual requirements, and event setup coordination. The coordinator demonstrates expertise in executing high-profile meetings with senior executive participation while consistently delivering high standards of care that exceed client expectations.

Your day-to-day tasks will include:

• Create and efficiently maintain Outlook and SharePoint room booking systems.
• Effectively liaise with Technicians, Cleaners, and Reception for meeting set-ups.
• Ensure accurate room booking information is displayed on each room every morning.
• Monitor meeting room signage condition, furniture and AV/VC equipment.
• Set up and maintain professional relationship with local suppliers.
• Monitor usage of Food and Beverage meeting consumables in the kitchen and other food services, maintain agreed par-stock levels.
• Plan and organize Meeting and Events, relevant contractors training session.
• Handle daily Trouble Ticket requests.
• Maintain adequate stock of all Meeting Room-related items.
• Liaise with Reception team for external visitor experience improvements.
• Liaise with Customers for special requirements.
• Be the first point of call for hosts and guests.
• Ensure all events for VIPs after out of hours are coordinated efficiently and effectively.
• Efficiently manages all meeting room calendars and incoming booking requests.
• Ensure that rooms are prepared and cleared before and after all meetings.
• Assists in the organization of any requirements for room bookings including catering requests.

Required Qualifications:

• Bachelor's degree or proven experience as an event planner or organizer.
• 1-3 years of experience in event planning, project management, hospitality, or related field.
• Exceptional customer service skills with a demonstrated passion for hospitality and high-touch service delivery.
• Excellent time management and verbal/written communication skills with the ability to communicate professionally across all organizational levels.
• Ability to multi-task and manage multiple priorities in a fast-paced environment while delivering results under tight deadlines.

Preferred Qualifications:

• Experience working with clients at all levels of an organization, including C-suite executives and senior leadership.
• Budget planning experience with demonstrated ability to develop cost quotes and manage expenses within allocated budgets.
• Willingness and ability to travel as needed with flexibility to work some nights and weekends based on event requirements.
• Highly collaborative interpersonal skills with a track record of initiative, integrity, and good judgment in decision-making.
• Proficient skills in Microsoft Office Suite including Excel, Word, PowerPoint, Visio, and Outlook.
• Experience with client scheduling software and conference center management systems.
• Knowledge of audiovisual equipment troubleshooting and technical event setup requirements.