Event Coordinator

System One, Inc.; Greater London; Hybride; GBP 36 000 - 44 000; Plein temps

Avantages offerts par ce poste

Health & welfare benefits

401(k) plan

Résumé du poste

System One, Inc. is seeking a highly organised, proactive Event Coordinator to join TeamPeople in London, with hybrid remote work and cross-office coordination across UK locations.

The role covers end-to-end event planning, client liaison, budgets and reporting, plus production support for video shoots, requiring strong communication, planning and stakeholder management skills.

Qualifications

• Experience coordinating high-profile events.
• Strong communication with clients and stakeholders.
• Excellent organisational skills with attention to detail.
• Ability to manage multiple complex tasks and deadlines.

Responsabilités

• Own end-to-end coordination of live events, from booking to post-event follow-up.
• Manage event bookings for client spaces in London and across the UK.
• Review event bookings daily and contact stakeholders.
• Determine technical requirements and escalate complex needs to technical team.
• Maintain accurate event records, data, and reports for insights and improvements.
• Assist HQ Production with scheduling and production logistics.
• Schedule and hire crew, manage equipment, locations, and payments.
• Ensure talent agreements and documentation are complete for payments.
• Support Producers with sourcing talent and client documentation.
• Build reports and snapshots of event data for clients.

Connaissances

Event coordination

Stakeholder management

Project planning

Communication

Outils

Booking system

Description du poste

Type: Full Time

Posted Date: 2026-11-10

Pay Range: 40000.00 - . GBP per year

Primary Function

We are seeking a highly organised, proactive, and adaptable full-time Event Coordinator to join our team, working between our clients London office, TeamPeople HQ and remote. This multifaceted role will be pivotal in ensuring the seamless planning, scheduling, reporting and administration of both high-profile live events and professional video production studio shoots, within a fast paced, collaborative, and creative environment.

Duties & Responsibilities

Event Coordination Responsibilities:

Own the end-to-end coordination of live events, from initial booking and team member allocation, stakeholder management, and post-event follow-up.

Consistently deliver exceptional service by meticulously managing event booking requests for our client's event spaces in London and multi-use spaces across other offices throughout the UK as part of an agreed service model.

Daily review of clients event booking system to identify new bookings and proactively reach out to key event stakeholders.

Key stakeholders first point of contact to determine an overview of technical requirements for each event and escalating more detailed or complex requirements to the technical events manager or technical lead as necessary..

Responsible for ensuring key event data is captured and matching relevant skillsets for the purpose of team allocation.

Full ownership of maintaining accurate and detailed event records, documentation and data, including booking confirmations, and post-event reports and using this information to provide insights and recommendations for future improvements.

Work alongside the technical events manager to assist in the production of monthly and quarterly reports.

Identify and book additional resources as required including liaising directly with vendors and our talent pool of flex technicians.

Production Support Responsibilities:

Collaboratively support our HQ Production and accounts operations team.

Provide support for video production shoots, assisting with the scheduling and managing of complex logistics.

Schedule and hire crew, building out production teams as needed. Book equipment, manage location requirements, facilitate payments, and communicate changing production needs.

Work closely with accounts and operations management to ensure all talent agreements and required documentation is complete for accurate payments.

Deliver accurate budgets, quotes, agreements, NDA’s, booking confirmations and other documents and files pertaining to client relationships and talent representation, ensure they are properly executed.

Assist Producers with portions of projects including sourcing and vetting talent, preparing documents for client review, and data entry.

Work with onsite teams of other managed service accounts to source and book additional resources as required.

Build reports and snapshots based on event data from other managed services, ready for submission to the client

Review and verify team member overtime submissions against event schedule documentation

Produce quotations for ad-hoc and project based requests.

Update and maintain team workflow documentation and client facing trackers across multiple managed service accounts and production clients.

Skills & Qualifications

Proven ability to establish and maintain strong relationships and positive rapport with senior colleagues, clients, vendors, and suppliers.

Exceptional oral and written communication skills, with experience in professional correspondence and presentations.

Highly organised with superior time management skills, capable of independently managing multiple complex tasks simultaneously, meeting strict deadlines, and maintaining impeccable attention to detail.

A strategic and creative problem-solver who is highly resourceful.

Calm and flexible approach to handling the pressure and stress of ever-changing requirements.

Ambitious, highly proactive, and adaptable when working in a fast-paced, high-volume environment.

Demonstrated ability to collaborate effectively with colleagues at all levels, including senior management.

Education & Experience

Proven experience as an event Coordinator or in a similar production support role.

Demonstrated experience as event co-ordinator of high-profile events.

Customer Service Commitment:

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.