Environments Project Coordinator

Inizio Engage XD; Greater London; Hybrid; GBP 28,000 - 40,000; Full time

Benefits offered by this job

Private Medical and Life Insurance

Pension Scheme

Group Income Protection

Annual leave and volunteering leave

Job summary

Inizio Engage XD is seeking a Project Coordinator to support the planning and delivery of exhibitions and booth projects. Reporting to a Senior Project Manager, you will coordinate timelines, budgets and stakeholder communications for our hybrid London team.

You will travel globally for on-site setup and breakdown, prepare presentations, and maintain project documentation using Smartsheet and other tools, collaborating with Creative, Logistics and Live Production to keep projects on track.

Qualifications

• 1 year of experience in a project coordination role within exhibit/ booth planning or broader event planning
• Ability to maintain an organized approach across multiple projects with differing timelines
• Proficiency in Microsoft Office and experience of using project management tools

Responsibilities

• Assist in planning, executing and closing out Exhibit/ Environment projects according to deadlines against budget
• Coordinate internal and external meetings including agendas, meeting notes and action points
• Maintain accurate project documentation, timelines and status reports using enterprise tools including Smartsheet
• Work alongside other Service Lines including Creative, Logistics and Live Production
• Provide timely communication to Project Lead and across delivery teams; prepare presentations and client-facing documentation

Skills

Microsoft Office

Project management tools

Organizational skills

Stakeholder communication

Tools

Smartsheet

Enterprise tools

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! 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.