Special Projects Coordinator

Events House; Swadlincote; On-site; GBP 30,000 - 40,000; Full time

Job summary

Events House, a creative agency, is looking for a Special Projects Coordinator to support high-impact projects in motorsport. The role involves logistics, budgeting, and supplier management, requiring attention to detail and strong organizational skills. This position offers exposure to premium brand activations and opportunities for growth in a fast-paced environment.

Benefits

Competitive starting salary

Flexitime and hybrid working

Travel to major motorsport events

Collaborative team culture

Qualifications

• Experience in event delivery, ideally within motorsport or brand activations.
• Proactive, self-starting approach with strong organizational skills.
• Technically confident with CMS systems and digital tools.

Responsibilities

• Coordinate suppliers and production partners for quotes and timelines.
• Manage project management tools to ensure clear workflows.
• Organize travel and logistics for events.

Skills

Organizational skills

Attention to detail

Communication

Logistics management

Supplier coordination

Tools

Notion

Project Management tools

Job description

We create experiences fans can’t stop talking about.

Events House is a creative agency delivering premium fan activations, branded content, and digital storytelling across Formula 1, Formula E, and other elite motorsport series.

From hospitality, to the F1 paddock and pop-ups in the Fanzone, we collaborate with partners like McLaren, AWS, and eBay to craft unmissable moments that put fans at the heart of the action.

Description of the Role

Events House is seeking a proactive, detail-oriented, and operationally strong Special Projects Coordinator to join our high-performing Special Projects team. This role supports the delivery of the company’s most bespoke, high-impact projects across global motorsport and brand activations.

Working closely with the Special Projects Lead and Creative Director, the Coordinator will provide vital support across logistics, budgeting, supplier management, and digital delivery. From managing supplier comms and travel planning to testing digital tools and tracking project progress, you’ll help ensure seamless execution of premium, complex experiences.

This role suits someone who thrives in a fast-paced environment, loves the detail, and brings a calm, clear-headed approach to managing moving parts. International travel is expected, and you’ll play a key role in both internal coordination and occasional client-facing communications.

What You’ll Do

• Coordinate suppliers and production partners to gather quotes, timelines, and deliverables
• Maintain the supplier directory and assist with accurate, client-facing costings and scopes
• Manage Notion and other PM tools across the department — ensuring clear workflows, visibility, and accountability
• Track timelines, tasks, and internal updates using project management tools
• Raise purchase orders, process invoices, and maintain budget trackers
• Ensure compliance with procurement and finance processes
• Organise travel, accommodation, freight logistics, and international documentation
• Assist with on-site delivery — including accreditations, setup, and de-rig
• Draft project briefs, spec sheets, contact lists, and documentation packs
• Support freelancer onboarding and external partner coordination
• Upload and QA digital content for CMS platforms and other live tools
• Liaise with developers and vendors to support testing and content delivery
• Coordinate post-event wrap-ups, analytics, and internal debriefs

What You'll Bring

• A passion for motorsport, technology, and high-performance brand experiences
• Experience in event delivery, ideally within motorsport, experiential, or brand activations
• Technically confident – able to work with CMS systems, digital tools, and QA workflows
• Strong organisational skills and a high level of attention to detail
• Proactive, self-starting approach — comfortable working independently and owning project workflows
• Confidence using Notion or other PM tools, with a natural instinct for structure
• Clear, calm communication style — confident guiding teams and delegating where needed
• Proficiency in logistics, budget management, and supplier coordination
• UK driving licence and valid passport

What You’ll Get

• Competitive starting salary, with scope to grow as the role evolves
• Flexitime and hybrid working
• Travel to major motorsport events and global activations
• Exposure to high-end delivery and digital execution at a global scale
• A collaborative team culture built on trust, precision, and shared delivery

How to Apply

Send your CV and a short note about what excites you about this role. If you’ve supported live delivery, worked with PM tools, or helped build something operationally brilliant, we’d love to hear about it.

Whether you’re early in your career or stepping into your next challenge, this is a chance to help build some of motorsport’s most complex and creative activations — and grow fast doing it.

Closing date - 3rd June 2025

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Events Services

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