Meeting Room Coordinator

Job Title: Receptionist and Meeting & Events Coordinator 

Organization Description

Our professionals in our Corporate Functions cover a diverse range of areas from finance and risk to human resources and marketing. Our corporate teams are an essential part of our company, ensuring that we're setting our businesses, clients, customers and employees up for success.

Employer Description

J.P. Morgan is a global leader in financial services, providing strategic advice and products to the world's most prominent corporations, governments, wealthy individuals and institutional investors. Our "first-class business in a first-class way" approach to serving clients drives everything we do. We strive to build trusted, long-term partnerships to help our clients achieve their business objectives.

We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, colour, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. In accordance with applicable law, we make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as any mental health or physical disability needs.

Job Description

As a Receptionist and Meeting & Events Coordinator, you will report to the Event Production Manager and be an integral part of our diverse and talented Client and Conference Centre team. Your ability to collaborate effectively with a large and varied team across multiple functions is essential in delivering first-class service to our internal stakeholders, clients, and employees. You will be expected to operate in a professional, flexible, and proactive manner, ensuring that clients' needs are thoroughly identified and communicated to our vendor partners and external vendor teams, thereby guaranteeing a seamless delivery of service excellence.

Job Responsibilities:

To staff the Conference & Client Centre Reception Desks within opening hours; work flexibly to ensure coverage and follow established opening and closing procedures.

• Manage incoming meeting and event enquiries submitted by employees through the JPMC online booking system. Review each request to ensure all details are accurate, allocate the appropriate meeting or event space, and send confirmation to the requester.
• Entirely plan and coordinate assigned events and meetings from the reservation stage through to billing, as allocated by the Business Manager or Conference & Client Centre Event Planners.
• Liaise with bookers to ensure all event and meeting requirements are accurately confirmed in advance. Take ownership of event logistics by proactively monitoring and following up on outstanding elements, such as catering arrangements, service types, and additional event details, to support seamless delivery.
• Prepare daily set-up work sheets for each event/meeting allocated, providing detailed information for Operations, Audio Visuals and Food & Beverage teams to carry out client requirements.
• Coordinate all client and host needs prior to the event and manage any changes, additions, or cancellations with operations, reception, and food and beverage teams, following prescribed work aids.
• Continuously seek opportunities to enhance service delivery, optimise processes, and introduce innovative ideas that add value to both employees and clients, ensuring the highest standards of efficiency and experience. 
• Provide accurate and timely information at all times, seeking specialist support where necessary. Review upcoming event details during the daily function meeting.

 Required Qualifications, Capabilities and Skills:

• Customer-facing experience.
• Strong interpersonal skills.
• Highly organised, with the ability to manage multiple tasks and prioritise effectively.
• Flexibility to thrive in a fast-paced, dynamic environment.
• Excellent communication skills, both oral and written.
• Self-motivated, collaborative, and results-driven team player.
• Ability to perform well under pressure and meet deadlines.
• Ability to foster positive working relationships and collaborate effectively within a diverse, inclusive team environment.
• Demonstrates a proactive, polite, and solutions-focused approach, with the ability to resolve issues independently and appropriately escalate when necessary.

Preferred Qualifications, Capabilities and Skills:

• Experience working within a busy and diverse team.
• Proven track record of delivering high-quality service.