Event Coordinator📣 Job Ad

About the Role

Jones Lang LaSalle IP, Inc (JLL) is seeking an Event Coordinator to join the community engagement team at a mixed-use compound in Riyadh, Saudi Arabia. This full-time role focuses on supporting the operational and logistical aspects of community events, resident activities, and weekend programming from planning through completion.

Role Context

The Event Coordinator will work closely with the Event Planner and Community Engagement Manager. The position requires a proactive approach, strong attention to detail, and effective communication skills to coordinate with vendors, suppliers, internal departments (facilities, security, maintenance), residents, and event participants, ensuring smooth event execution and positive resident experiences.

Key Responsibilities

• Assist the 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.
• Serve as the 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, and correspondence; prepare and 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 the Event Planner immediately.
• Deliver customer service to residents, address inquiries professionally, and build positive relationships.
• Oversee event breakdown, ensuring equipment accountability and proper space restoration.
• Gather resident feedback through surveys and informal interactions, respond to event inquiries, and maintain accurate event participation records.
• Coordinate equipment maintenance and repairs, track material usage, prepare reorder requests, and organize storage areas.
• Support event safety protocol implementation, including risk assessments, proper signage placement, hazard monitoring, first aid kit maintenance, and 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.

Required Skills and Attributes

• Strong communication skills in English (written and verbal).
• Effective interpersonal abilities.
• Excellent attention to detail.
• Proactive team player.
• Genuine enthusiasm for creating memorable resident experiences.

Work Environment

This role is based in Riyadh and involves working within a dynamic mixed-use compound environment, requiring regular interaction with various stakeholders to ensure successful event operations.