Our client is a full-service engagement live events agency based in Surrey that has an opportunity for a Project Co-ordinator.

Job purpose:

To assist and support the project teams with the planning and execution of events from conception through to completion. To oversee an array of live and virtual events which meet or exceed client expectations and requirements within budget and time.

Key responsibilities and accountabilities:

Client Management:

• Support the Account Lead with client relationship building where possible

• Support the Account Lead at general client meetings, calls and reviews as required

• Lead project specific client meetings and calls where project manager is not present (where possible)

Project Management:

• Assist project managers across multiple projects with the general preparation, planning, organisation, and delivery of virtual and live events including but not limited to:

• Budget management

• Crew logistics

• Print and signage

• Ancillary meetings/country dinners

• Updating and maintaining event documentation

• Compliance checks and reporting

• Site visits and onsite support

• Manage small scale events/dinners with the support of the project manager and/or line manager

• Adhere to touch best practices and use of touch project management tools

• Have input in updating and implementing internal/client specific processes and templates

• Support and maintain good supplier relationships in addition to ongoing communication with third party suppliers

• Basic understanding of required resources needed for your project, heavily supported by line manager

• Support the project lead with the implementation of onsite documentation (virtual or live) to include but not limited to:

o Running schedule

o Slides for the staff & client briefings

o Crew flight booking

o Crew F&B

o Pre-Con preparation

• Support the project lead with both internal & client debriefs providing ideas on how to improve in the future

• Support with any post event reporting requirements

• Basic understanding of scope of work, flagging to line manager when you think items may fall outside of this

Budget Reconciliation & Finance Management:

• Support with updating budgets where applicable, heavily supported by line manager

• Basic understanding of how PM tracks days vs Clockify tracker

• Support project lead by pulling project specific Clockify reports weekly

• Support project lead in ensuring all third-party invoices are received to ensure the project lead can deliver a prompt final budget reconciliation (maximum 45 days or client specific)

General:

• Input of timesheet activity daily

• Manage and submit personal expenses and credit card reconciliations within timeframes specified

• Ensure compliance with company privacy and security protocols supported by line manager

• Ensure compliance with GDPR (General Data Protection Regulations) 2018 Regulations supported by line manager

• Work collaboratively with Board, Peers, and all teams to ensure effective delivery of all client projects, including travelling on site as required.

• Attend company training days as and when required.

• Attend company meetings as and when required.

• Undertake any additional task as required to support the business.