Sr Executive - Events

Job description

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.    Job Aim Executive, Meetings & Events Planning will be responsible for managing Onsite Meeting & offsite Events Planning in the respective location.   Responsibilities 1) Manage Client Visits: • Booking the Boardroom • Respond to Client visit requirements within 4 hours of receiving the communication. • Coordinate with operations/vendors in executing the event requirements. • Getting the room cleaned. • Standard Board room Setup • Manage client ground transportation. • Flower arrangement • Food  order as per the request. • Menu Tents • Name Tents • Visitor passes • Feedback from client • Collate all event related costing based on consumption. • Get approval for all expenses end of every event. • Process bills and ensure payments are made. • Take necessary action in case of any shortfalls in the arrangements made.   2) Manage Internal Events: • Booking the Auditorium/Cafeteria • Coordinate with operations in executing the event requirements. • Getting the space cleaned and arranged as per the requirement. • Food  order as per the request. • Getting the A/V and entertainment requirements done through vendors as per the requirement. • Provide information on Vendor passes • Get pre approvals/PO for the arrangements to be confirmed. • Receive Feedback from client • Collate all event related costing based on consumption. • Get approval for all expenses end of every event. • Process bills and ensure payments are made • Take necessary action in case of any shortfalls in the arrangements made   3) Manage Projectors • Ensure all the meeting projector requests of the respective facility is responded to.   4)Tracking: Track all the onsite events and the expenses releated to the same.   5) Reporting-Submit Monthly onsite report.   • Monthly Projector Report • Monthly SLA Report • Monthly Spent report • Daily Event Schedule   Off-Site Event Logistics:  Considers Venue, Capacity, Service, Audio Visual and Food & Beverage to select the best location for Meetings & Events. Provides detailed logistical information to the selected venue(s) for appropriate cost estimates and proposals. Negotiates with venue(s) to obtain services within the client budget.   Off-Site Catering Determination:  Assist requesters in the decision process of selecting Food and Beverages for off-site events through suggestive selling.   AV Confirmation:  Uses probing questions to determine Audiovisual (AV) needs for events.  Communicates this information to service providers.   Additional Service Determination:  Facilitates requests for miscellaneous services (e.g. decorations, entertainment, meeting materials, signage, meeting activities, transportation, hotel accommodations.), and manages all logistical coordination of these details.   Communication: Communicates and confirms all meeting details to host and/or requester, as well as to Service Providers prior to day of meeting.   Maintain accurate and complete records utilizing the OSEM (Off-Site Event Management) database used by all off-site event planners globally.  Manages changes to meetings as they occur, and reconfirms details as necessary. Determines need for accelerated levels of communication via use of resumes or by conducting pre cons with selected venues operational staff. Promptly answers incoming phone calls and responds to voice mails and electronic mail within 48 hours.  Attends all off-site event planning team meetings.   Event Execution:  Acts as a liaison between host and/or requester and service providers to assure the achievement of guest expectations.   Event Planners will monitor offsite complex and VIP events based on size and degree of details.   Tracking/ Reports: Report  monthly SLA data.   On-Site Event Coordination Back Up: Coordinate Off Site Events related to On-site Events as needed by On-Site Team (e.g. private dinner reservations, hotel accommodations, outings, etc.)   Managing Event Budget:  Manage the budget for the requester’s event. Ensure valid project number prior to processing order.  Keep the customer apprised of any financial issues encountered in the planning and execution stages. Processes invoices or reconciles charges following the completion of the meeting or event.     Teamwork/Expectations: Respond to internal and external customers in a timely and professional manner. Part of a positive working environment by maintaining a professional, friendly, and respectful attitude.  Maintain a "teamwork philosophy" by contributing equally, taking initiative, provide support, following through on tasks, and communicating openly and honestly.   Contribute to practice knowledge sharing