Environments Project Coordinator

xdinizioengage; Greater London; On-site; GBP 30,000 - 46,000; Full time

Benefits offered by this job

Live events on a global stage

Travel to onsite events

Competitive salary and generous leave

Private Medical and Life Insurance

Pension Scheme

Group Income Protection

Job summary

Emota is a leading global events agency that creates and delivers engaging experiences. Part of Inizio Engage XD, we partner with clients to deliver employee engagement, learning and training solutions, and immersive content on live and virtual platforms.

We are seeking a proactive Project Coordinator to support our team in planning, coordinating and executing exhibitions and environments worldwide, including on-site setup and breakdown.

Qualifications

• 1 year of experience in project coordination within exhibit/ booth planning or broader event planning.
• Ability to manage multiple projects with differing timelines.
• Proficiency in Microsoft Office and experience with project management tools.
• Willingness to travel and attend onsite events globally.

Responsibilities

• Assist Project Managers, Seniors and Directors in planning, executing and closing events on time and within budget.
• Coordinate internal and external meetings incl. agendas and notes.
• Maintain project documentation, timelines, and status reports using enterprise tools like Smartsheet.
• Collaborate with Creative, Logistics and Live Production teams.
• Track budgets, client POs and invoicing; support cost reconciliations and expense reporting.
• Provide timely communication to Project Lead and delivery teams; prepare client presentations.

Skills

Project coordination

Event planning

Budget tracking

Stakeholder management

Communication

Tools

Smartsheet

Microsoft Office

Job description

A bit about the role ...

What you'll be doing ...

Your key responsibilities include the following:

• 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

• 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! We are 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.