Exhibitions and Events Project Coordinator

Posted 5 November by JM&Co. Recruitment Ltd

JM&Co. Commercial is working in partnership with a global expert in exhibitions and live events to recruit an *** exhibitions and events *** Project Coordinator ***. Based at their office near Buckingham, Project Coordinator will report to the Project Manager and support the operations function across exhibitions and live events projects.


  • Hybrid role working within a project coordinator and support operations function across congress live events and exhibitions / environments installation projects within the Medical / Healthcare industry
  • Effectively oversee multiple operations, commensurate with Project Coordinator role, at any given time including ownership of assigned specific individual projects
  • Accurately respond to project directives in a timely and effective manner, supporting the live events, meetings and exhibits function
  • Have a commercial awareness when tracking and monitoring project correspondence, quotations, invoicing etc. Reporting any updates/status to respective project management teams
  • Embrace technology and have a general digital/tech awareness
  • Communicate effectively and build positive relationships with team members, clients and suppliers / freelancers
  • Coordinate dispatch of materials/deliveries liaising with DHL, Freight logistics company
  • Adhere to the group code of business conduct, and comply with all regulatory Company policies and procedures
  • Act as an ambassador for the business at all times
  • Working with Project Management team on digital projects, coordinating branding elements, supporting digital programming team with required assets from client and client agencies
  • Working with internal art worker and external printers and end client to coordinate the delivery of project printed items, artwork/design, ensuring creative output meets the creative brief and is accurate and meets project delivery deadlines
  • Maintain project/resource/external supplier correspondence within the business file server structure. Ensure project documentation/related correspondence is stored appropriately
  • Assist where required in raising invoices and client billing's accordingly, including arranging PO and payments for suppliers/freelancers working on project
  • Appropriate tracking of project costs where required to reconciliation stage. Provide electronic back up to reconciliation process as requested
  • Be willing to travel to UK and EU based congresses sometimes over a week period to assist on site and be client facing


  • Assist with the management of all pre and on-site event/Live meeting and exhibition production at congresses, meetings and events on behalf of client
  • Be client facing on calls/Skype meetings handling project related enquiries
  • Assist with financial management, tracking, processing and reconciliation stages of an assigned project
  • Working with a budgeting tool, updating quotes. Assisting project management team with client project quotations
  • Prepare and maintain accurate project plans and schedules, acting appropriately should the activity change
  • Attendance at Project team/planning meetings. Taking ownership of projects/actions where required
  • Create and deliver the relevant crew documentation in conjunction with the technical team
  • Working within a small team being self-motivated and willing to get involved in multiple/varied projects
  • Keep accurate minutes of meetings as contact reports and circulate appropriately
  • Investigating and arranging personnel and crew flights, hotel accommodation and securing on site services where appropriate with congress organisations, hotels etc.
  • Keep Project management, team and, where appropriate client, abreast of project status at all times
  • Take ownership of splinter projects as directed by Project management team or support of the business. This could include venue liaison, securing freelance resources, producing project crew call sheets or itineraries
  • Contribute to presentations and proposals as directed by presentation owner
  • Proof read proposals in advance of presenting to client
  • Oversee designated creative briefings and activity
  • Raise purchase orders and support Project team with keeping ProCim updated, being commercially aware
  • Accurately update all project costings, monitoring budget margins and flag anomalies accordingly


The Project Coordinator will earn up to £30,000 per annum along with excellent company benefits to include Scottish Widows pension, health cover, 26 days holiday + bank holidays + +

Required skills

  • Budgeting
  • Events
  • Production
  • Venues
  • Live Events
  • Project Delivery
  • Project Support
  • Project Coordination
  • Exhibitions

Application questions

Do you have project coordination experience?
Are you a lateral thinker with a keen eye for detail?
Do you have excellent interpersonal skills both in person and by phone, with high professionalism?
Are you proficient in Microsoft Office?
Do you have the ability to accomplish projects with little supervision?

Reference: 39295455

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