Events Executive

JLL empowers you to shape a brighter way Our people at JLL and JLL Technologies 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 Events Executive Work Dynamics What This Job Involves JOB AIM Executive Meetings Events Planning will be responsible for managing offsite Meeting Events Planning in the respective location RESPONSIBILITIES 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 within the team and within the department 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 Sounds Like You To apply you need to be JOB PROFILE Qualification Degree Diploma Industry Type Hospitality Entertainment Overall Experience 0 - 2 years Industry Experience 0 - 1 years Technical Skills MS Office Mail communication Generic Skills Communication Interpersonal Behaviors Achievement level Team work Learning attitude Positive thinking Language Known English Hindi What we can do for you At JLL our purpose is to shape the future of real estate for a better world We make sure that you become the best version of yourself by helping you realise yourfull potential in an entrepreneurial and inclusive work environment We will empower you rambitions through our dedicated Total Rewards Program competitive pay and benefits package Apply today Location On-site -Pune MH Scheduled Weekly Hours 48 If this job description resonates with you we encourage you to apply even if you don t meet all of the requirements We re interested in getting to know you and what you bring to the table JLL Privacy Notice Jones Lang LaSalle JLL together with its subsidiaries and affiliates is a leading global provider of real estate and investment management services We take our responsibility to protect the personal information provided to us seriously Generally the personal information we collect from you are for the purposes of processing in connection with JLL s recruitment process We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons We will then delete it safely and securely For more information about how JLL processes your personal data please view our For additional details please see our career site pages for each country For candidates in the United States please see a full copy of our Equal Employment Opportunity policy Jones Lang LaSalle JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and or overall selection process - you may email us at accomodationrequest am jll com This email is only to request an accommodation Please direct any other general recruiting inquiries to our page I want to work for JLL