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Senior Coordinator Meetings & Events

Daily operations

• Responsible for the management of meeting rooms across the Amsterdam site, by using the REWS ticketing tool, maintaining service level agreements (SLA) based on our playbooks
• Ensure regular cadence meetings with the team to maintain full oversight of the meeting and events in the entire office in accordance with the Meeting & Events Check-in
• Ensuring that the M&E details are being delivered by the client in the M&E Canvas and responsible for maintaining the Meeting & Event Tracker daily based on the M&E Canvas - ensuring all meeting and event details are accurate and communicated to the full WPS team
• Lead weekly hospitality meetings and daily team syncs to align on meeting and event schedules
• Responsible for Meeting & Events taking place in the CFA (Customer Facing Area) including all SIC Tickets and Customer Meeting requests via REWS’s Portal
• Stay informed on all Meetings & Events (M&E) updates and communicate relevant changes or noteworthy developments to the onsite WPS team
• Regularly communicate and collaborate with the on site WPS team for excellent service delivery, room setup, catering setup, service, and clearing 
• Support internal and external meetings with any meeting room requirements, and coordination between different requesters to optimise space usage by reshuffling bookings where required
• Coordinate and deliver events and celebrations in our office, in close collaboration with EMEA events teams such as EE (Employee Engagement), Employee Impact Council, EA’s and Equality Groups . Ensuring seamless communication and coordination with the on-site WPS team for excellent service delivery
• Flag any meeting details requiring special attention to the Hospitality Lead, including after-hours events, events with children, executive visits, large groups, or extra requests (cleaning, security etc.)
• Support any kind of event hosted in our office with logistic requirements, such as catering, furniture, additional AV equipment etc. Responsible for the smooth execution of all M&E including any high-profile or large-size event request and VIP/Executive visits along with the Hospitality Lead
• Responsible for tracking vendors, meetings, events, and catering via the relevant resources in association with GSAs and Service Desk. Reporting any issues back to the Hospitality Lead
• Collaborate with GSA team on all meetings and events that require any services i.e. Guest Services, Parking, Catering
• Informing and redirecting to non JLL vendors
• Be knowledgeable about the refreshments program and catering ordered to the office by the WPS team (including information about special beverages, food ingredients, allergens, dietary requirements, etc.)
• Be proactive during events, making sure to be onsite early and present, visible and approachable during the event. Providing hands-on support if required, ensuring close cooperation with Facility team
• Create contingency plans for events, and keep a professional response to any short notice changes or complaints, aim for the best possible resolution in collaboration with Hospitality Lead

GS&S 

• Responsible for ensuring all meeting and event activities comply with local regulations and corporate policies, identifying and mitigating potential risks associated with meetings and events, maintaining a focus on safety and security for all employees and guests visiting the office
• Follow GS&S security regulations and ensure these are carried out for every event. Raise any GS&S concerns to the relevant POC via the REWS Ticketing tool and to the Hospitality Lead

FINANCE 

• Responsible for overseeing all budgets related to meeting and event services, including planning, monitoring, and controlling expenses to ensure cost-effective allocation of resources while maintaining high-quality service standards.
• Coordinate and manage payments, invoices, and reconciliations for all catering and food-related deliveries for meetings and events, ensuring accuracy, timely processing, and responsible use of budgets and resources.

Administrative Tasks

• Responsible for keeping the meeting room booking tools and trackers updated at all times by having transparent and easy access to information for the on site WPS team and Service Desk 
• Assist in the creation and updating of meeting manuals, processes, and guidelines, in collaboration with the Hospitality Lead
• Ensure a thorough understanding of all REWS-related playbooks to maintain a smooth and efficient running of Meetings and Events
• Cooperate with Hospitality Lead in the rollout of any WPS alignment projects, programs, playbooks, and other initiatives
• Develop strategic plans to share with Hospitality Lead for enhancing the meeting and event services to improve user experience and efficiency
• Analyse feedback from any REWS surveys/SIC Survey and data from dashboards to propose and collaborate with Hospitality Lead to execute improvements in meeting and event management processes.
• Continue building a supplier network for catering, entertainment, furniture and additional AV equipments etc. Making sure there’s a variety of suppliers and flexibility. Focussing on sourcing new caterers and/or suppliers & vendor management (incl. H&S standards)

Cooperation AND Communication

• Communicate proactively to the local office community or individuals using all Salesforce internal tools, Slack, Google Meets, Email, Basecamp
• Proactively report any facility maintenance requirements to Hospitality Lead and or Facilities coordinator
• Flag any occurring failures in service delivery, miss outs, possible complaints, or occurring risks to the Hospitality Lead
• Build and maintain close relationships with relevant internal and external stakeholders, such as external suppliers, Executive Assistants, Techforce and GS&S
• Represent WPS in EMEA Functional Lead Meetings and Taskforce groups around Meeting and Events. Participate actively in developing new SLAs and alignment initiatives
• Follow all global and EMEA Slack Groups on Hospitality and Events and REWS to stay up to date on initiatives and rollouts, participate in discussions and best practice sharing
• Cooperate closely with Workplace and Events Leads across the region to ensure seamless cooperation between the teams, share best practices, and drive improvements

Full-time 40 hours/week

Hours between 8 am - 7 pm (subject to change, as required), evenings occasionally required

Uniform: Smart casual

#LI-WM1

Location:

On-site –Amsterdam, NLD

Job Tags:

Hiring

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

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