Event Coordinator

About the Role

JLL is looking for a dynamic and meticulously organized Event Coordinator to join the community engagement team at a vibrant mixed-use compound in Saudi Arabia. This pivotal position ensures the seamless execution of community events, resident activities, and weekend happenings that strengthen the compound's community spirit.

Primary Responsibilities

• Support the Event Planner in organizing and delivering all compound-based events, activations, and community programs.
• Create and maintain event-related documents such as timelines, checklists, operational manuals, setup diagrams, and coordinate with facilities on space configurations.
• Handle logistics including coordination of equipment deliveries, setup timetables, vendor arrivals, and undertaking pre-event site assessments.
• Manage inventory of event materials like decor, supplies, registration items, and branded merchandise, including performing regular audits and organizing equipment rentals when necessary.
• Act as the main point of contact for vendors and suppliers, maintaining updated databases and records, and aiding invoice and payment processing.
• Keep thorough event documentation including contracts, permits, insurance certificates, correspondence, and prepare and distribute event briefings and run sheets.
• Process purchase requests, manage expense reports, and track event budgets utilizing financial systems.
• Arrange meeting agendas and document minutes during event planning meetings.
• Provide on-site assistance during events covering setup coordination, guest registration, service, activity management, and volunteer oversight for large-scale events.
• Monitor all event operations, promptly escalating any concerns or issues to the Event Planner.
• Deliver high-quality customer service to residents, professionally managing inquiries and fostering positive interactions.
• Supervise event breakdown, ensuring all equipment is accounted for and spaces are restored appropriately.
• Collect resident feedback through surveys and informal conversations, respond to event queries across multiple communication channels, and maintain accurate attendance records.
• Coordinate routine maintenance and repair of event equipment, track usage of materials, prepare reorder requests, and organize storage for easy access.
• Support the implementation of event safety measures including risk assessments, signage placement, monitoring hazards, maintaining first aid supplies, and complying with compound policies and Saudi regulations.
• Compile detailed post-event reports summarizing attendance and feedback, manage event documentation and media archives, support outcome evaluation, identify improvements, and maintain an accurate events calendar.

Required Qualifications & Experience

• Bachelor's degree or Diploma in Event Management, Hospitality, Communications, or a related discipline.
• At least 3-5 years’ experience in event coordination or event support.
• Preferred minimum of 2 years’ experience working in Saudi Arabia or other GCC countries.
• Proven experience coordinating or supporting events within community, hospitality, retail, or entertainment sectors.
• Familiarity with Saudi culture and a solid understanding of culturally appropriate practices in the region are advantageous.
• Proven ability to manage event logistics including vendor coordination and on-site execution.
• Strong experience delivering excellent customer service in person.
• Demonstrated ability to work both independently and as part of diverse and multicultural teams.
• Capacity to juggle multiple priorities efficiently in fast-moving environments.

Skills & Competencies

• Proficient in event coordination and logistical planning.
• Effective liaison capabilities with vendors and service providers.
• Strong customer service and community engagement skills.
• Ability to provide robust administrative and documentation support.
• Excellent time management and task prioritization.
• Fluency in English with highly beneficial Arabic language skills.
• Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Comfortable utilizing event management or registration software tools.
• Impeccable organizational skills and a sharp eye for detail.

Additional Information

The candidate must exhibit excellent interpersonal and written communication skills in English as this role necessitates frequent collaboration with vendors, internal departments such as facilities, security, and maintenance, as well as interaction with residents and event attendees. The individual will undertake all duties essential to the effective management of the property in line with industry best practices and any relevant international standards and codes, even if certain responsibilities are not explicitly specified in client contracts.