Project Coordinator

Captivate Group; Greater London; Hybrid; GBP 29,000 - 30,000; Full time

Benefits offered by this job

Hybrid working

Private healthcare

Life insurance

Cycle to work

Annual season ticket loan

Job summary

Seen Presents, part of Captivate Group, is seeking a London-based Project Coordinator to support multiple projects from design through delivery. The role combines home-based work on Mondays and Fridays with in-office days on Tuesdays to Thursdays in Shoreditch, London.

You will liaise with clients and suppliers, manage timelines, and assist with budgeting and documentation while gaining hands-on experience across live events and installations.

Qualifications

• Clear communication with suppliers and teams across multiple projects.
• Proactive status updates for line manager and team.
• Strong organisational and documentation skills.

Responsibilities

• Assist on 2–3 projects at varying design/production stages.
• Occasionally manage small projects with mentoring to meet client briefs and budgets.
• Liaise with clients, suppliers and internal design team.
• Source props and suppliers, obtain quotes, and build supplier relations.
• Build timelines and critical paths to meet deadlines.
• Provide on-site support for events and installations, including third-party staff.
• Assist with key project documentation (critical paths, orders, sheets).
• Support hands-on tasks (packing, sorting props, errands).
• Balance office and on-site duties effectively.

Skills

Excellent communication

Client liaison

Budget tracking

Status reporting

Tools

MS Office

Job description

Job title: Project Coordinator

Contract Type: Permanent

Location: Shoreditch, London

Reporting into: Head of Live

Hybrid/Remote: WFH Monday & Friday. In the office Tuesday-Thursday

Salary: £28,600-30,000 per annum

About us

Seen Presents is an experiential events agency driven by understanding human emotion and culture. We create online and offline authentic connected live experiences to drive brand resonance and understanding for consumer focused lifestyle and entertainment brands.

We are part of Captivate Group and within this we have three sister agencies; Seen Connects, Seen Studios and Stir.

About the role

We are looking for a London based Project Coordinator who can bring experience and qualities to enhance our already talented team working efficiently across multiple projects.

Project Coordination

• Assisting on up to 2-3 projects simultaneously, all at varying stages of design, production or implementation.
• On occasion Project Managing (with advice and mentoring) small projects through every stage of the project process to ensure it meets the client brief, budget and expectations
• Liaising with clients, suppliers and internal design team.
• Sourcing relevant props and suppliers for specific projects often working from a drawing or a written brief; getting comparative quotes and creating strong supplier relations in the ongoing process.
• Knowledge on building timelines and critical paths to ensure all project deadlines and key dates are met.
• On-site support for events, installations and de-rigs. Including management of 3rd party suppliers/ event staff.
• Assistance with key project documentation such as critical paths, graphic sheets, order sheets.
• Assistance with more hands-on project tasks such as pick and pack of gifting, packaging and sorting or props, errands.
• Confidence in the office and on site and managing your time to sit effectively across both

Key Responsibilities

• Creating job numbers, purchase orders, invoices.
• Supporting PMs with budget and quote creation, reconciling and invoicing.
• Gaining quotes from suppliers which match a set budget.
• Managing supplier and courier invoices.
• Collating invoice and expense tracking sheets.
• Assisting with expenses.
• Keeping on top of filing, organisation and processes to ensure projects are organised and streamlined

What We’re Looking For

• Demonstrating excellent communication skills when liaising with suppliers and internally; ability to communicate clearly and concisely in person, over the phone and via email, demonstrating diplomacy and good negotiation skills.
• Proactively provide accurate project status updates and contact reports (where applicable) for line manager and the wider team (e.g. weekly status reports, creative status updates and contact reports following client/third party meetings/calls.
• Keeping in close contact with team member and line managers to keep them updated and informed via thorough documentation and regular check‑ins.

The Interview Process

1. If you are shortlisted, we will invite you to join a 30 minute virtual call for us to get to know you better and for us to tell you more about the role and agency, and answer any initial questions.

2. If we think you'd be a great fit, we will then invite you to do a task relevant to the role you've applied for, which we wouldn't expect to take more than one hour.

A final decision will be made following this.

Benefits

Salary reflective of your experience and in line with internal benchmarks
Hybrid working, working from our Shoreditch HQ on Tuesdays, Wednesdays and Thursdays and from home on Mondays and Fridays.
Work hours: Monday to Thursday, 9:00am - 5:30pm. Friday’s 09:00-5pm (non-contractual perk of 4.30pm finish on Fridays
Summer Fridays- early finish on Fridays inAugust
24 days of annual leave, increasing to 25 after one year and 26 after two years of service
3 emergency days a year
Sabbatical every five years of service
Private healthcare cover and life insurance
Cycle to work scheme and annual season ticket loan available
Regular team and company socials

and more!

At Presents, we are committed to providing an inclusive environment where everyone feels seen, heard and celebrated. We welcome applications from everyone. If you are invited to an interview, please let us know if there are any reasonable adjustments we can make to best accommodate your needs.