Event Project Coordinator – Event Agency – £22-25,000 Isleworth

Royall Published: October 10, 2016
Isleworth, United Kingdom
Job Type


Event Project Coordinator – Logistics

To £23,000 depending on experience


The Company

Our client is an award-winning, international, creative, marketing and communications agency who offers its clients openness, honesty, integrity and a team who really care about their brands and their products, and the responsibilities that this encompasses.  They are focused on delivering an unrivalled value offering to their clients.

The agency brings together individuals from all backgrounds and walks of life.  They have a diverse team that is passionate about what they do; and it is this passion, combined with commitment, flexibility and their strong company values, that sets them apart

The Role

The Project Coordinator is responsible for providing project support on projects and administrative support to the Account Team. The role includes the day-to-day management of the yearly event schedule and logistics, from booking exhibition spaces to on-site services, through ownership of and responsibility for designated projects. In this context, the Project Coordinator/ Logistics Manager will co-operate with Marketing, Creative, Production and Digital & Media colleagues and will work flexibly in a rapidly evolving project environment. You will liaise directly with the client, manage the pre-event marketing and event collateral, co-ordinate the relevant supplier responses and supervise the on-site delivery.  On these projects, you will also have limited financial responsibility.  In a wider context, the role requires the manager to support the Account Manager and other members of the account team with the management of the client and the development of effective relationships in all aspects of the business.  Strong administrative skills are an essential component of this support.


Minimum of five GCSEs which must include Maths and English

Tertiary qualifications (degree or diploma) preferred

Prior involvement in the Conference & Events industry or Event Production roles highly valued

Qualifications & Skills

Professional approach to work and appearance

Able to work under pressure and remain calm

Very strong attention to detail

Highly organised; effective time manager

Efficient; able to prioritise and act promptly

Strong communication and teamworking abilities

Warm and professional manner: friendly and outgoing

Solid maths and numeracy; budget management experience preferred

Competence in key MS Office applications is essential (Outlook, Word, PowerPoint and especially Excel)

Flexibility and a willingness to try new ideas in order to develop professional capabilities

Key Responsibilities - Admin

Basic database management

Setting up and maintaining online project filing systems

Creation and management of project and onsite schedules

Accurate and comprehensive distribution of internal and client contact reports

Maintain and regularly update documents relating to ongoing projects

Gather research on a range of topics and summarise in appropriate formats

Arrange meetings, book and prepare meeting rooms and provide/arrange hospitality in conjunction with Front of House team

Address all administrative paperwork in a timely fashion; follow-up all email enquiries

Provide team admin support, as needed, and ensure that daily filing occurs

Key Responsibilities - Teamwork

Contribute to good client liaison/management and accurate communication of client needs from briefing to project completion

Help with the day-to-day management of designated client personnel

Develop an appreciation of production procedures

Apply a wide range of logistics and technical procedures

Work with the Studio and Creative team on the development of concepts

Participate in creative brain-storming sessions

Contribute to pitches & proposal preparations; attend pitch presentations

Work closely and collaboratively with other colleagues in the bi-service team to produce complete and fully integrated project solutions

Key Responsibilities - Financial

Analyse and report on contracts, invoices, orders and shipments

Handle all delegated financial processes, including raising Purchase Orders and arranging payments, in accordance with the M’s policies & procedures

Ensure the prompt and accurate reconciliation and invoicing of projects

Liaise with traders and purchasers when required

Help with budget creation and updates

Manage inventory

Key Responsibilities - Project Management

Manage project-related creative research activities

Support venue research and venue management assignments

Liaise with venues and on space, availability and cost

Review and help manage venue contracts

Assist with management of sponsorship opportunities

Contribute to the development of workable project schedules

Proactively support the Account Manager by being alert to and aware of the needs of projects

Assist in the delivery of projects as directed, both in the office and occasionally on-site

Select and appoint (in consultation with senior colleagues) appropriate freelance and third party suppliers

Support other members of the company in the performance of their duties, regardless of their position or role or location

Actively assist all colleagues to create a positive perception of the company in all its markets

Personal Attributes

Open, responsive and proactive

Sensible problem-solving approach

Honest and with a strong sense of both loyalty & integrity

Meticulous, focussed, accurate, patient and attentive to detail

Capable of taking initiative and working without supervision

Willingness to accept constructive feedback, especially if received through client channels

Able to recognise the competitive business environment in which we work

Willing to work long hours and some weekends if necessary

Display flair, imagination and the energy to multi-task

Work away from home from time to time

Sense of humour also essential


This role would suit: Junior event project manager, event project manager, event assistant, event

manager, conference assistant, conference manager, event administration, event support, event coordinator, event project coordinator, conference coordinator, exhibition assistant, exhibition coordinator.

This role would suit: Junior event project manager, event project manager, event assistant, event

manager, conference assistant, conference manager, event administration, event support, event coordinator, event project coordinator, conference coordinator, exhibition assistant, exhibition coordinator.



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