Project Coordinator (Live Production)

Inizio Group; London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading experiential agency seeks a Project Coordinator to support innovative live event projects. This role involves managing timelines, budgets, and stakeholder communication while ensuring successful project delivery. The position offers a hybrid working model and opportunities for global travel.

Benefits

25 days' annual leave plus public holidays

Private Medical and Life Insurance

Pension Scheme

Group Income Protection

Qualifications

• 1-3 years experience in project coordination within events or creative industries.
• Ability to manage multiple projects with differing timelines.

Responsibilities

• Assist in planning, executing, and closing projects according to deadlines and budget.
• Maintain project documentation, timelines, and status reports.

Skills

Organizational Skills

Communication

Problem Solving

Education

Project Coordination Experience

Tools

Microsoft Office

Smartsheet

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 an Project Coordinator to join our award winning Live 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 Senior 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, Manchester or Ashby-de-la-Zouch.

Your key responsibilities include the following:

Project Coordination:

• Assist our team of Producers, Senior Producers, and Executive Producers in planning, executing and closing out 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 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 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 event 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 live production and the events industry overall
• 1-3 years experience within a project coordination role within events or the creative industries
• 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...

• 25 days' annual leave plus public holidays, company closure over Christmas plus a personal day and volunteering leave
• 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.

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