Reporting to the Assistant Program Manager, the Specialty Space Intake Coordinator works closely with internal vendors and key stakeholders to facilitate and support Amazon events taking place in key buildings within Amazon corporate offices.

Amazon is a fast paced, demanding corporate environment and JLL is here to provide professional, service excellence. The Program Coordinator reports to the Shared Resource Assistant Program Manager and supports the booking of specialty spaces.

Primary Duties / Essential Job Functions

• Specialty space intake and booking: reviews, updates, schedules, and approves event requests received from Amazon event planners
• Regularly interfaces with high-level stakeholders and key customers
• Provides initial response and support related to Amazon event inquiries
• Demonstrates a refined business writing style and delivers superior customer service through clear, concise, and diplomatic correspondence
• Supports the customer in finding alternate space if their desired specialty space is unavailable
• Schedules, maintains, and updates calendar appointments to improve time management and coordination/communication with vendor partners supporting the event spaces
• Assigns events to Event Coordinators as appropriate
• Processes work orders and event related trouble tickets
• Maintains strong communication channels between onsite and remote event teams to ensure operational alignment and successful event execution
• Communicates closely with both onsite and offsite event teams
• Supports and maintains good inter-vendor communications between Facilities, Catering, AV, Reception, Janitorial and Engineering as requested
• Creates and updates documents to track metrics, clarify procedures, provide information, organize team tasks, and others as needs arise
• Address any customer concerns or issues promptly and professionally, aiming to resolve conflicts to the customer’s satisfaction while upholding Amazon policies

Essential Knowledge and Skills:

• Maintain strong professional relationships through exceptional written and verbal communication skills
• Interact with employees, visitors and contractors with poise and diplomacy
• Apply principles of rational systems and deal with a variety of concrete variables in situations where only limited standardization exists
• Interpret instructions in written, oral, diagrammatic or schedule form
• Possess initiative to assume additional responsibilities
• Set priorities and meet deadlines
• Ability and attentiveness to multi-tasking
• Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs
• Perform basic business math such as compute discount, interest, percentages, and profit/loss
• Possess excellent grammar and proofreading abilities
• The ideal candidate will have excitement for helping to build and maintain event support

Experience

• 3+ years’ experience in event coordination or event administrative support
• 3+ years’ experience in facilities management a plus
• Must be proficient with Microsoft Office
• High level of accuracy and attention to details
• Positive, professional, customer-service oriented personality
• Excellent interpersonal and communication skills
• Microsoft Visio or CAD experience preferred
• Ability to work independently, at times, with little direction

Education

• Bachelor’s Degree or equivalent 4 years of experience preferred