Job Description
What this job involves - Manage and supervise the Meeting Services team. Execute room and equipment inspections. Complete meeting room set-up per meeting owners' requirements. Provide on-site support for meeting and video conference rooms. Maintain AV asset inventory. Prepare weekly and monthly event/meeting metric reports of upcoming meeting service needs. Operation and troubleshooting of AV systems including Flat Screens, Video Conference equipment, Projectors, Speakers, Amplifiers, Microphones, AV control systems etc. Support site based special events.
What is your day to day?
Scheduling: Determine and assign "Normal" work schedule for team members.Maintain PTO calendar for team.Arrange coverage for team PTO so that site needs are met. Assigns regular scope of duties for team members, ie. which floor/building/rooms each associate is responsible for.
Daily Supervision:Site SPOC (Single point of contact) for team members. ie. call in sick, advise of late arrival, other personnel needs. Ensures that lunch and other break times are taken and covered properly.Collaborate with other site supervisors for PTO coverage.Orchestrate team duties to meet daily MS activity needs.Arrange and assign reception desk break coverage schedule. Ensures that all room set-ups are completed 30 mins prior to meeting start time.
Performance Management: Ensure that team members arrive and leave work as expected.Ensures that daily and weekly room checks are completed as required.Contributes IPMP feedback for site associates.Ensures that site AV/Furniture storage areas for Meeting Services are kept in an orderly manner.
Facility Management Team Collaboration:Report meeting room check results to site AFM weekly.Owns site AV Asset inventory tracker accuracy. Maintains site inventory for supplies and spare AV equipment.
Meeting room set-up:Move and arrange tables, chairs per guest needs. Audio and video equipment, cabling, daily meeting schedule posting etc.Observe and abide by all Safe practices.
Meeting /Video room checks:Daily and weekly equipment and facility inspection to verify room readiness.Document results via QR code survey.Correct outages as possible on the spot. Escalate unresolved outages using FM work order system, own issue resolution.
AV Assistance and troubleshooting:Respond to and resolve guest requests for help with AV equipment.Diagnose and repair AV issues, arrange for next level assistance with AV Vendors.
Meeting Room Asset Care and Tracking:Maintain accurate AV inventory records for each meeting room in AV Asset tracker database.Conduct PM on projectors, flat screens, microphone systems, etc.Maintain inventory of spare AV equipment and meeting room furniture.Maintain inventory of meeting room supplies, ie. markers, flip chart paper, spare cables, portable equipment.
Video Conference support:Respond to VC vendor (Cisco) on site assistance requests, e-mail and mobile phone. Provide VIP service for pre-arranged video calls as requested. Assist with vendor service calls for VC rooms, escort vendors, receive shipments.
Team/Training/Service:Participate in monthly team meeting.Complete AV, P&G account, JLL corporate and EX/customer service training as required. Demonstrate employee experience (EX) behavior.
Room Scheduling:Run reports for room set up requestsSchedule administration, ie book, change, delete reservations for guests.
Special Events:Set up and removal of tables, chairs, linens, AV equipment etc. per event requirements.Maintain site pool of shared AV equipment and tables, chairs, linen, etc. for special event use.
Desired experience and technical skills
Required:
High school diploma or state equivalent required.
Superior customer service skills and orientation
Ability to maintain professionalism at all times under stressful situations
Ability to plan and manage work under time constraints
Ability to multitask and work without direct supervision
Proficient in MS Office, and possess strong written, verbal and people skills
Strong organizational skills and collaborative style
Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports
Requires the ability to move, lift 50 lbs., set up and tear down folding tables and chairs for large meetings. Ability to frequently walk around the buildings and up and down stairs.
Preferred:
AV training, certification preferred.
Minimum of 3 years' experience in AV, meeting room set-up and support.
Team Leadership/Coaching skills.
Ability to balance competing priorities.
Familiar with computer equipment and Microsoft Office applications.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
