Project Coordinator Neg Earth Lights Full-Time Contract

Production Futures Limited; Greater London; Hybrid; GBP 24,000 - 32,000; Full time

Job summary

Neg Earth Lights is recruiting a Project Coordinator to support planning and delivery of live events and tours. You will act as a central point of contact, coordinating across stock, crews, and transport, and ensuring accurate, up-to-date project information for stakeholders.

We value individuals who are proactive, detail-oriented, and collaborative, with the ability to work independently and in a team. The role demands flexibility, weekend availability, and a strong focus on safety and quality

Qualifications

• Minimum strong interest in the live events and touring industry.
• Excellent communication skills, both written and spoken.
• Highly organised with the ability to plan ahead, prioritise and manage workload.
• Technically minded with creative problem-solving abilities.
• Confident working autonomously and as part of a team.
• Shows ownership and accountability in delivery of tasks.
• Flexible and adaptable to changing schedules and demands.
• Able to work under pressure and meet tight deadlines, including occasional weekends.
• Excellent knowledge of live events lighting and equipment.

Responsibilities

• Act as a central point of contact for all planning and delivery activities.
• Manage and update project information; keep stakeholders informed of changes.
• Balance multiple projects across timelines and stages, with good time management.
• Collaborate with project managers on stock booking, quotations, preparation, loading and event support.
• Coordinate with production, freight forwarders and procurement to prepare international shipping paperwork.
• Use the stock system to input and maintain resource requirements for equipment, crew and transport.
• Provide information to the operations team to ensure equipment is prepped and loaded correctly.

Skills

Live events interest

Communication skills

Highly organized

Technical mindset

Autonomous & team player

Ownership mindset

Flexible/adaptable

Resilience

Weekend overtime

Live events lighting

Tools

Microsoft 365

Stock management systems

Job description

Founded in 1983 by Dave & Pip Ridgway, Neg Earth Lights is a family-owned lighting and rigging equipment supplier for the entertainment industry. We are based at our purpose-built state-of-the-art facilities in Park Royal, London. Every day is different and brings new and exciting challenges. We have a commitment to a sustainable live events and touring industry, one that sparks real emotions and long-lasting memories whilst creating a sense of belonging for our team.

With over 40 years' experience of investing in the latest equipment, in our people, and in our relationships, we encourage ingenuity, creativity, and the exploration of new ways to collaborate.

From concept to delivery, our team wear our reputation for innovation, quality, and reliability as a badge of honour. We seek to invest in the latest and best equipment and ensure everything, from flight cases to truss is maintained to the highest standard. We are forward thinking and flexible, making the complex, simple and the simple, exceptional. No matter the size or scale of the project we take pride in our consistency and customer focused approach.

For us, your training and development takes centre stage, from your first day to your last we will encourage and support you throughout your career development. Our NELL Academy training programmes support your wellbeing and ensure you have the skills and knowledge to excel in your role. Our Leadership programmes enable our managers to help you succeed and our competencies guide your development and realise your full potential. We create an inspirational environment rewarding employees for their hard work.

With us, everything is possible, and we strive to ensure every member of our team can take pride in their delivery of projects and promoting creative solutions.

About You & the Role:

We are looking for self-motivated individuals with plenty of initiative who use their ability to develop strong relationships to deliver exceptional customer service. Working proactively and collaborating with others to overcome problems and resolve issues.

Our reputation for excellence requires attention to detail and a high level of accuracy combined with a natural curiosity in what makes things work.

If you like to immerse yourself in exciting and challenging environments and work both independently and as part of a diverse team the Neg Earth Lights could be the place for you.

Your Duties:

The purpose of the Project Coordinator role is to function as a support and key coordinator for all aspects of planning and delivery of our live events and tours:

Concept to Delivery Project Management

• Act as a central point of contact, manage and update all project information accurately. Ensure all stakeholders are kept up to date with changes.
• Effectively manage your own time across multiple projects, running across multiple timelines and stages.
• Collaborate and support project manager in all aspects of the project from stock booking to quotation, preparation to load and event support to return.
• Work closely with production, freight forwarders and our procurement team to prepare international shipping paperwork e.g. manifests.
• Use our stock management system to enter and maintain all resource requirements for equipment, crew and transport.
• Liaise with and support our operations team to ensure they have all the information to deliver high quality, prepped equipment is prepped to prepare and load the equipment

Project Resource Management and Coordination

• Use and develop your knowledge of what it takes to put a tour or event lighting system together to build an accurate equipment list from client’s designs plots and paperwork.
• Use and develop your knowledge of the skills and crew required to build a successful team for the event or tour.
• Collaborate with the project managers to appropriately cost and quote projects, considering all elements of the job – crew, equipment and transport.
• Build your knowledge of Neg Earth freelance crew. Work with the crew booking team to identify, contact and book the crew for an event or tour.
• Highlight and proactively address equipment shortages. Liaise and build relationships with third-party suppliers, consider all trading variables when organising sub-hires. Ensure the best deal is secured for the company.
• Facilitate and support project managers in conversations with the fabrication team to develop bespoke solutions and re-use older fabricated stock items.

Client Relationship Management

• Work proactively as the name and face of the company. Establish a rapport, build trusting relationships with all stakeholders including clients, suppliers, and freelance crew.
• Find and develop opportunities to develop new relationships and with experience potential future clients.
• Connect with and support other companies/departments involved in the production e.g. sound, video. Using your knowledge and Neg equipment to deliver a total package.
• Any other duties as required / authorised by your Line Manager / Line Management reporting line.
• Comply with all Health and Safety requirements.
• Comply with all Policies and Procedures.
• Ensuring that work areas are kept in a clean and tidy manner at all times.

Requirements

Your Skills, Qualifications and Experience

• Strong interest in the live events and touring industry
• Excellent communication skills, with the ability to build and maintain positive relationships
• Highly organised, with the ability to plan ahead, prioritise, delegate, and oversee workload effectively
• Technically minded and creative thinker with strong diagnostic problem-solving abilities
• Confident working both autonomously and as a collaborative team player
• Takes ownership, demonstrating accountability and a proactive, can-do attitude
• Flexible and adaptable, with the ability to overcome challenges and perform under pressure
• Resilient and capable of meeting tight deadlines while maintaining high standards
• The show must go on so providing a 7 day operation/service is key. Therefore the ability to work paid overtime on occasions, including weekends is essential.
• Advanced Microsoft 365 / MS Office skills, including Outlook, Excel, and Word
• Knowledge of the live events industry, lighting and rigging equipment.
• Previous experience of rental/stock management systems