Environments Project Coordinator

Emota; Greater London; Hybrid; GBP 28,000 - 42,000; Full time

Benefits offered by this job

Access to events

Travel opportunities

Competitive salary

Private Medical

Pension Scheme

Group Income Protection

Job summary

Emota, part of Inizio Engage XD, invites a Project Coordinator to support planning and delivery of global exhibitions and booth projects.

You will coordinate timelines, budgets and stakeholder communications, reporting to a Senior Project Manager and collaborating with suppliers and clients, in a London-based hybrid setup.

Qualifications

• 1+ years of experience in project coordination within exhibit/booth planning or broad events.
• Ability to manage multiple timelines with organised approach.
• Proficiency in Microsoft Office and experience with project management tools.
• Comfort with travelling and attending onsite events globally.
• Proactive and solution-oriented mindset.

Responsibilities

• Assist in planning, executing and closing exhibit/environment projects according to deadlines and budget.
• Coordinate internal and external meetings, agendas and notes.
• Maintain project documentation and status reports using enterprise tools like Smartsheet.
• Provide timely communication to Project Lead and delivery teams, and prepare client-facing documentation.

Skills

Project coordination

MS Office

Smartsheet

Budget tracking

Communication

Travel readiness

Tools

Smartsheet

Microsoft Office

Job description

As a Project Coordinator you'll play a pivotal role in supporting the planning and delivery of innovative, high-impact exhibitions and booth projects. Reporting to a Senor Project Manager, your coordination of project elements including timeline and budget management and stakeholder communication supports the smooth running of projects with our teams, suppliers and clients. We offer a hybrid working opportunity aligned with our creative and collaborative office in London.

What you'll be doing …

Your key responsibilities include the following:

Project Coordination:

• Assist our team of Project Managers, Seniors and Directors in planning, executing and closing out Exhibit/ Environment projects according to deadlines against budget
• Help coordinate internal and external meetings including agendas, meeting notes and action points
• Maintain accurate project documentation, timelines and status reports on all your assigned projects using enterprise tools including Smartsheet
• Work alongside other Service Lines including Creative, Logistics and Live Production

Budget Management:

• Assist in tracking budgets, client POs and invoicing using our company tools
• Support cost reconciliations and expense reporting post event

Client and Stakeholder Support:

• Provide timely communication to Project Lead and across relevant delivery teams
• Prepare presentations and documentation for internal and client-facing use

Onsite Support:

• You will travel globally, participating in on-site set-up, delivery and breakdown
• Support the broader team onsite, being a point of contact for crew and suppliers

What you'll need to have …

• A passion for Environments/ Exhibitions and the events industry overall
• 1 years' experience within a project coordination role within exhibit/ booth planning or broader event planning
• The ability to maintain an organised approach across multiple projects with differing timelines
• Proficiency in Microsoft Office and experience of using project management tools
• A comfortability with travelling and attending onsite events globally
• A proactive and solution orientated mindset

Just a few of our Benefits …

We promote opportunities to learn, grow, train and get involved in broader workstreams that add to our work culture as well as a number of reward and recognition initiatives

Inizio Engage, XD offers a suite of benefits and perks including (but not limited to):

• Access to some of the most exciting and engaging live events on a global stage
• Opportunities to travel, grow and push your production boundaries
• Competitive salary and compelling annual leave and volunteering leave package
• Private Medical and Life Insurance
• Pension Scheme
• Group Income Protection

A bit about us ….

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content

We believe in our values: We empower everyone | We rise to the challenge | We work as one | We ask what if | We do the right thing, and we will ask you how your personal values align to ours.

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.