Project Coordinator

Job Advert Description

Position Overview:

The Project Coordinator supports Event Producers and Project Managers with all aspects of project delivery for multiple events.

This position is based 3 days a week (minimum) in our London or Eastbourne office, with 2 days remotely from home.

Key Responsibilities and Accountabilities:

  • Providing support to the team with projects (tenders, pitches, pre-production, onsite and post event)
  • Taking ownership of allocated tasks, taking responsibility for the completion of these to the highest standards
  • Communicating confidently and proactively with the team throughout a project’s lifecycle
  • Maintaining open communication with suppliers, contractors, clients, internal teams and departments
  • Researching, reading, understanding and acting upon pre-defined event regulations
  • Arranging client and internal meetings and producing meeting agendas and meeting notes
  • Arranging logistics, including booking accommodation and organising catering (for internal team members, suppliers, speakers etc.)
  • Supporting in the production of project documents including timelines, project status reports, risk registers, event running orders and rehearsal schedules
  • Where required sourcing, contracting and liaising with venues
  • Developing and maintaining positive relationships with key stakeholders, clients, suppliers, and venue management
  • Securing goods and services in-line with company procedures
  • Administration and financial support including raising purchase orders, collating expenses and processing invoices
  • Onsite project support
  • Producing onsite show files and information packs
  • Preparing on-site collateral for events, including PA kits, delegate lists, stationary, badges, props etc.
  • Participating in post project reviews and identifying lessons learned and implementing these to improve your skills and knowledge

Skills and Experience:


  • Knowledge and experience of the live events industry
  • Ability to present information clearly and concisely
  • Excellent attention to detail
  • Proven organisational skills
  • Good oral and written communication skills
  • Advanced level of software literacy (particularly MS Outlook, MS Excel, MS Word, MS PowerPoint)
  • Ability to work in a customer focused manner
  • Capability to deliver tasks accurately and within set timeframes
  • Self-prioritise workload according to the business needs and excellent time management skills
  • Self-motivated with a passion to succeed
  • Hands on, can do attitude
  • Ability to remain calm under pressure
  • Full UK Driving Licence


Training in Event/Project Management (desired, but not essential)

Equal Opportunities

We are opposed to all forms of unlawful and unfair discrimination. All job applicants, employees and others who work for us will be treated fairly and will not be discriminated against on any of the above grounds. Decisions about recruitment and selection, promotion, training or any other benefit will be made objectively and without unlawful discrimination. We recognise that the provision of equal opportunities in the workplace is not only good management practice, it also makes sound business sense. This policy will help all those who work for us to develop their full potential and the talents and resources of the workforce will be utilised fully to maximise the efficiency of the organisation.