Project Coordinator - Events
What is the role?
The Project Coordinator plays a central support role on a variety of projects, by efficiently, flexibly and pro-actively helping their main line producer or project director.
With a confident approach and positive outlook, the Project Coordinator enables the producer and wider project team to deliver outstanding results and exceptional client service at all times. The core role of the Project Coordinator is supportive and multi-disciplinary and will cover a variety of roles - sometimes on the same project - including, production, technical, content, research, logistics, admin including budget monitoring and of course excellent client and supplier contact.
What do you do, day to day?
- Duties cover elements such as creative, technical, admin, and budgetary.
- Helps set up and attends regular internal and external creative and content meetings - proactively contributes to such meetings and as appropriate records and minutes these meetings.
- Day to day contact with clients - to assist and actively prioritise key actions when required
- Documents and records meetings and compiles timely, accurate, succinct draft contact reports for onward external distribution within 24 hrs of any meeting
- Liaise and negotiate better rates and services with suppliers, venues and other service providers
- Input accurate project costing data to provide valid costings for the producer/project director.
- Input own accurate time sheet data. Instigate regular team project reports on project timesheet analysis
- Support in film, content, print and digital aspects in research, design and contribute ideas
- Logistics support includes - research and investigate venue both in UK/internationally, set up and undertake comprehensive site inspections, (often accompanying clients), negotiate with venues and other suppliers to ensure the best rates are offered to clients and attend venue and logistics supplier meetings
- Manage specific areas of the project as directed by the producer/project director
- Organise and set-up onsite production offices that must be well designed and tidy with good IT infrastructure
- Monitor, assist and proactively manage online portals/hubs and training platforms
- Research for projects and pitches to then interpret that research often into draft PPT presentations
- Complete insurance documents and event safety files
- Deputise for producer and other project members on occasion
- Responsible for managing cash whilst on site and reporting to producer all invoices
- Post production responsibilities including goods & materials returning from event and archiving
What kind of person are you?
- Highly organised with good administration skills and flawless attention to detail
- Willing to seize responsibility
- Good with people at all levels
- Unfazed by tight deadlines, last-minute requests and conflicting priorities - remaining calm and collected when under pressure
- Either are - or have the potential to be - a confident communicator and presenter
- You are a quick learner, willing to grow and develop
- Interested in both content, technical and logistical aspects of operations
- Have an excellent working knowledge of MS office and advanced IT skills (Word, Powerpoint & Excel skills are essential)
- Keep up-to-date and have an interest with event/creative/media industry advances
- Proactive and have strong process, scheduling and time management skills
- Good in a team or working individually when set tasks
- Project Management
- Graduate Entry
- Managing Events
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