AI Productivity & Change Coordinator

Bertelsmann; Greater London; Hybrid; GBP 40,000 - 60,000; Full time

Benefits offered by this job

Generous company pension

Summer Fridays

Audience tickets

Employee assistance program

Free courses and training access

EV scheme

Job summary

Fremantle is seeking a proactive Coordinator to support AI adoption across back‑office functions. You will gather needs, translate them into buildable requests, and coordinate structured programs and groups to drive efficiency.

You will own the central register for ideas and automations, track adoption metrics, and maintain proactive communications with stakeholders. A background in media or production helps, with strong Excel/Sheets skills and a passion for AI tools.

Qualifications

• 2–5 years in a coordination, project support, operations or programme administration role, ideally in a fast-paced or matrixed organisation.
• Exceptionally organised, able to juggle several workstreams, meetings and deadlines at once without things slipping.
• experience coordinating regular meetings or working groups end to end: scheduling, agendas, minutes, action logs and follow-up.
• Confident keeping a tracker or register accurate and up to date, and pulling simple reports on progress, usage or adoption from it.
• Good working knowledge of Excel or Google Sheets, including filters, simple formulas and basic charts.
• Comfortable following up with colleagues at all levels to keep actions moving, politely and persistently.
• Clear, friendly written and verbal communication, able to write a short update, post or summary that busy people will actually read.
• Confident building relationships across different teams and seniorities, and a natural first point of contact people feel comfortable asking for help.
• A regular user of everyday AI tools (e.g. ChatGPT, Copilot, Gemini, Claude) at work or at home, with a genuine interest in how they can make work easier. No technical background needed.
• Spots risks, blockers or slipping timelines early and flags them, rather than waiting to be asked.
• Experience in media, entertainment or a production business.
• Experience supporting a change, transformation or technology rollout project.
• Experience organising events, showcases or internal communications.
• Familiarity with Microsoft Teams, SharePoint, Planner or similar collaboration tools.
• Some exposure to simple automation tools (e.g. Power Automate) or an appetite to learn

Responsibilities

• Coordinate the fortnightly Head Office Productivity Working Group and monthly Head Office Functional Productivity Group, including agendas, actions, minutes and follow-up.
• Chase open actions across all working groups and keep the programme moving week to week.
• Own the master register of ideas, in‑flight builds, live automations and their status as the single source of truth.
• Track adoption, usage and time‑saved data for live tools and feed reporting to leadership.
• Onboard champions, maintain the champions network directory and coordinate showcase events.
• Maintain the communication channel for AI productivity (Useful GPTs, Claude Projects, Automations) and post updates and wins.
• Coordinate scheduling of upskilling sessions with HR's L&D team against the training plan.
• Be the first point of contact for questions, route to tools, champions or training.
• Flag risks, blockers and timelines early and keep visibility of the program calendar.

Skills

Coordination

Meetings coordination

Excel/Sheets

Communication

Stakeholder management

AI tools

Project tracking

Relationship building

Tools

Microsoft Teams

SharePoint

Planner

Power Automate

Job description

Fremantle is seeking a proactive Coordinator to support AI adoption across back‑office functions. You will gather needs, translate them into buildable requests, and coordinate structured programs and groups to drive efficiency.

You will own the central register for ideas and automations, track adoption metrics, and maintain proactive communications with stakeholders. A background in media or production helps, with strong Excel/Sheets skills and a passion for AI tools.