Event Coordinator (1)

JLL empowers you to shape a brighter way. Our people at JLL 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. Pre-requisites: - 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) - Strong organizational and multitasking abilities Job Description: JLL is seeking an energetic and highly-organized Event Coordinator to support the community engagement team at a dynamic mixed-use compound in Saudi Arabia. This hands-on role is essential to ensuring the flawless execution of community events, resident activities, and weekend programming that bring our compound community together. 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. The ideal candidate is a proactive team player with excellent attention to detail, strong communication skills, and genuine enthusiasm for creating memorable resident experiences. Key Responsibilities: · 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. - Coordinate event logistics including equipment delivery, setup schedules, vendor arrivals, and conduct pre-event site inspections. - Manage event materials inventory (decorations, supplies, registration materials, branded items) through regular audits and coordinate equipment rentals when needed. - Serve as day-to-day liaison for vendors and suppliers, maintain vendor databases and documentation, and support invoice processing and payment tracking. - Maintain comprehensive event files including contracts, permits, insurance certificates, correspondence, and prepare/distribute event briefings and run sheets. - Process purchase requisitions and expense reports and track event budgets and expenses using financial tracking systems. - Prepare meeting agendas and take minutes for event planning sessions. - Provide on-site support during events including setup coordination, registration, guest services, activity management, and volunteer coordination for larger events. - Monitor event operations and report concerns or issues to Event Planner immediately. - Deliver excellent customer service to residents, address inquiries professionally, and build positive relationships through friendly interaction. - Oversee event breakdown ensuring equipment accountability and proper space restoration. - Gather resident feedback through surveys and informal interactions, respond to event inquiries via multiple channels, and maintain accurate event participation records. - Coordinate equipment maintenance and repairs, track material usage, prepare reorder requests, and organize storage areas for optimal accessibility. - 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. - 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. The candidate must demonstrate strong communication skills in English (written and verbal) and effective interpersonal abilities, as this role requires regular coordination with vendors, suppliers, internal departments (facilities, security, maintenance), Event Planner, residents, and event participants to ensure smooth event operations and execution. The candidate will be required to perform all functions and responsibilities of the role, which may not always be expressly mentioned in the Clients 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. Key Experience: - 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