Project Coordinator

firstglobalmanagementservicesinc; Greater London; Hybrid; GBP 26.000 - 38.000; Vollzeit

Benefits dieser Stelle

Private Medical Insurance with BUPA

28 Days Annual Leave PLUS Bank Holiday

Personal Volunteer Day

20 Days Sick Pay

Enhanced Parental Leave

Wellness Stipend

Headspace access

Life Insurance

EAP

Cycle to Work

Season Ticket Loan

Mobile Phone Allowance

Pension enhancements

Discretionary Bonus

Zusammenfassung

FIRST is a global brand experience agency seeking a Project Coordinator to support and/or execute tasks across the project lifecycle for in-person, hybrid and virtual events. You will assist the Project Lead and team with planning, venue research, admin tasks and client meetings.

This hybrid role requires strong communication, excellent time management, and meticulous document handling, with 20–40% travel and occasional evenings or weekends.

Qualifikationen

• 1-2 years of experience in events coordination.
• Proficient with G Suite, Zoom and Microsoft Office.
• Excellent presentation creation and formatting skills.
• Cvent experience desirable.
• Strong oral and written communication skills.
• Highly organized, detail oriented with deadlines.

Aufgaben

• Support Project Lead and team with planning and execution across in person, hybrid and virtual events.
• Create, update and file project documents (agendas, minutes, timelines).
• Research suppliers and venues, onboard vendors with contracting team.
• Coordinate event collateral, gifts, and host teams.
• Process and track invoices and project expenses with Finance.
• Ensure timesheets and hours reporting are accurate.
• Travel 20-40% and onsite management of events.
• Work with Global Creative Studio on asset tracking and trafficking.
• Review venue contracts and client addendums for accuracy.

Kenntnisse

Communication

Time management

Detail-oriented

Presentation skills

Organization

Tools

G Suite

Zoom

Microsoft Office

Jobbeschreibung

Building a Brand Starts with a Story

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

Learn more at www.firstagency.com

What You Would Get To Do

The Project Coordinator is an integral part of our Events & Experiences team and will be responsible for supporting and/or executing various tasks within the project lifecycle. The role supports the Project Lead and Project Team in various aspects of the event, e.g., research of venues, suppliers, admin tasks, client meetings etc. The exact role per project is determined by the Project Lead at the kick-off stage, though can flex as project scope develops.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Support the Project Lead and wider Project Team with planning and execution, across multiple key events for in person, hybrid and virtual environments
• Create, update and file relevant project working documents such as master decks, meeting agendas and minutes, WIP Decks, project timelines, plus scheduling and minute taking from team and client meetings, adhering to all FIRST standards and practices connected to successful project management
• Research appropriate project suppliers and venues, plus virtual & hybrid platforms, apps and new technologies, as required. Liaising with suppliers and internal contracting team for required paperwork, to ensure suppliers are properly onboarded
• Coordinate event collateral and gifts for in-person and virtual events
• Process and track invoices and project expenses, working alongside the Project Lead and Finance team
• Ensure timesheets are completed at the end of each working week and monitor accurate project team hours reporting
• Coordinate host teams, staffing, crew logistics management and transportation with Project Leads, to ensure the most efficient use of people and time
• Work with Global Creative Studio on creative asset tracking & trafficking, from brief to production
• Source venues, book and attend site visits, prepare both venue sourcing presentations and site visit reports, working with Venue Sourcing
• Review venue contracts and client addendums for accuracy and negotiate where applicable
• Support the team with any ad hoc projects related to the function as needed
• Act as an ambassador for the FIRST brand, leading by example and displaying the company's core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

EDUCATION, SKILLS AND EXPERIENCE REQUIREMENTS

• 1-2 years of experience
• Proficient with G suite, Zoom and Microsoft Office Suite (including Outlook and Excel, Teams and SharePoint)
• Good presentation creation and formatting skills
• Cvent experience desirable
• Good oral and written communication skills
• Good attention to detail
• Highly organized self-starter with excellent time management skills to handle multiple tasks and meet strict deadlines
• Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required for site-visits and on-site management of events
• Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative problem solving
• Excellent timekeeping
• 20-40% travel

This role is hybrid and must go into the FIRST office 2 days per week (Tuesdays are mandatory and one additional day, determined by the team), subject to change at any time.

Requires ability to work other shifts and weekends and in excess of 40 hours/week, as necessary

Requirement to go onsite domestically and may require international travel when necessary

Essential physical requirements including standing, sitting, typing, handling of materials including lifting / moving items

At FIRST, we believe that the passion, creativity, and commitment of our teams drive our success. That's why we offer a range of benefits and perks to support your personal and professional growth

• Private Medical Insurance with BUPA from day one
• 28 Days Annual Leave PLUS Bank Holidays
• Personal Volunteer Day
• 20 Days of Sick Pay each Year
• Enhanced Parental Leave (Maternity & Paternity)
• Wellness Stipend
• Complimentary access to Headspace, Rocket Lawyer & Maven
• Life Insurance
• Employee Assistance Program (EAP)
• Cycle to Work Scheme
• Season Ticket Loan
• Mobile Phone Allowance
• Pension Scheme Enhancements
• Discretionary Bonus Structure