Facilities Event Coordinator (IT company)

Job description

·  Understanding of the events support scope of work as defined in the Service Level Agreement (SLA) and Master Services Agreement
·  Provide events support for Japan as the Single Point of Contact (SPOC) from Facilities ensuring all events are successfully produced and executed from Facilities Stand Point
·  Supports events in other location in Japan may be needed
·  Processing high volume emails/requests with accuracy and efficiency.
·  Ensure general administrative activities under your control
·  Ensures that all daily event orders are processed and fulfilled to client expectations.
·  Perform event spaces, conference rooms furniture set-ups for on-site meetings and events. Assist with the physical setting up of events including setting up of stages/props/screens etc.
·  Accommodates event requests, changes and last-minute requests efficiently and courteously as per SLA guidelines.
·  Achieving SLA key performance index as per set from time to time.
·  Act collaboratively and work with various parties such as Event Host, Production Crews, AV, Culinary and Catering, Site Teams as well as Vendor to execute events (including setting up and resetting of stages/props/catering etc) in a timely manner with no disruption or delay are conducted in a timely and efficient manner
·  Work with the onsite team to ensure planned preventative and reactive tasks are completed
·  Demonstrate responsiveness and creativity in finding solutions for service delivery
·  Versatile and able to resolve problems associated with Event Services including but not limited to: cleaning, parking, conference/meeting rooms, interior furnishings, fixtures, equipment’s concerning event spaces and/or issue which arises during event
·  Provides support for guests, visitors and employees at during events and in the day to day running of the office environment
·  Ensure your aspects of the working environment meet all requisite OH&S Standards.
·  Conduct routine quality audits of all event spaces, furniture and equipment on a regular basis, logging all issues and ensuring actions are completed on time
·  Seek to continuously improve processes, systems and overall client satisfaction
·  Use internal Task System and Events Tool to keep track of all requests and ensure actions are close out as per SLAs.
·  Ensure delivery of committed services and overall satisfaction with JLL performance
·  Ensure appropriate follow up with customers
·  Regularly work with the Facilities department on facilities related tasks including first line fix, post room support, small painting works, replacement of light bulbs and manual handling
·  Assist in ad-hoc duties from time to time to support the rest of the facilities team when necessary
·  Manage and maintain events tool, book and confirm event spaces as per SLA
·  Accommodates event requests, changes and last-minute requests efficiently and courteously as per SLA guidelines.

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