Project Coordinator - Event Production

Inizio Engage XD; Ashby-de-la-Zouch; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Private Medical and Life Insurance

Pension Scheme

Group Income Protection

Annual leave and volunteering leave

Job summary

Engage XD is seeking a Project Coordinator to support the planning and delivery of innovative experiential and live event projects. Reporting to a Producer, you’ll coordinate timelines, budgets, and stakeholder communication to ensure smooth delivery with our teams, suppliers and clients.

The role offers a hybrid working pattern with offices in London, Ashby-de-la-Zouch or Manchester, and opportunities to travel globally for on-site events.

Qualifications

• 1+ years experience within a project coordination role within live or virtual event production.
• Ability to maintain an organised approach across multiple projects with differing timelines.
• Experience using project management tools and Office 365 suite.
• Comfortability with travelling and attending on-site events globally.
• Problem-solving mindset.

Responsibilities

• Plan, execute and close projects on time and within budget.
• Coordinate internal and external meetings including agendas, notes and actions.
• Maintain project documents, timelines and status reports using Smartsheet.
• Partner with Creative, Logistics and Environments to deliver events.

Skills

Project coordination

Live events

Budget management

Communication

Tools

Smartsheet

Office 365

Job description

Emota create unforgettable brand experiences that captivate audiences and push creative boundaries. As an award-winning experiential agency, we bring visions to life through the full spectrum of Meetings, Events and Exhibitions, underpinned by industry-leading sustainability, DEI, Health and Safety and ground-breaking production practices. We’re delighted to present an opportunity for a Project Coordinator to join our award-winning Live Event Production team to help us create moments that matter.

What you’ll be doing…

As a Project Coordinator you’ll play a pivotal role in supporting the planning and delivery of innovative, high‑impact experiential and live event projects. Reporting to a Producer, 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 one of our creative and collaborative offices in either London, Ashby‑de‑la‑Zouch or Manchester.

Your main responsibilities include the following:

Project Coordination

• Assist our team of Producers, Senior Producers, and Executive Producers in planning, executing and closing out Event Production 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
• Partner with other Service Lines including Creative, Logistics and Environments

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 communication support to Project Lead and across relevant delivery teams
• Prepare presentations and documentation for internal and client‑facing use

On‑site Support

• You will travel globally, participating in on‑site event set‑up, delivery and breakdown
• Support the broader team on‑site, being a point of contact for crew and suppliers

What you’ll need to have…

• A passion for live production and the events industry overall
• 1+ years experience within a project coordination role within live or virtual event production
• The ability to maintain an organised approach across multiple projects with differing timelines
• Experience using project management tools and Office 360 suite
• A comfortability with travelling and attending on‑site events globally
• A problem‑solution mindset

Just a few of our benefits…

• 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…

Engage XD is an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning & training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the creation and delivery of live and virtual experiences, film, digital, and immersive content.

Our family of brands is made up of: Emota, Forty1 and Nazarѐ.

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.