Project Coordinator, Corporate Events London, England
Job description
Building A Brand Starts With Our Story
FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in.
Learn more at www.firstagency.com
What You Would Get To Do:
The ideal candidate would represent the FIRST brand as a dedicated resource within our Solutions division and assume the role of Project Coordinator. The Project Coordinator will provide high level assistance to a team of Project Managers.
This role is ideal for an entry-level candidate with an administrative background looking to gain experience in a corporate environment while working with a dynamic group of event professionals.
Your Contributions:
- Provide conference and event support for the Team including but not limited to: venue sourcing research, name badge creation, travel booking, calendar management, collation of materials and shipping of event boxes
- Facilitate stationary and technology requests and manage inventory for events which may include: configuration of laptops/printers/scanners, updating software patches, installing software, new hire materials, etc.
- Work closely with internal teams to support on regular reporting for client
- Coordinate meeting rooms and facilitate meeting notes
- Provide on-site assistance at events as needed
- Be knowledgeable and update the team on best practices, new suppliers, services and venues
- Be proactive with ideas and creative solutions
- Support with invoice processing and working closely with the finance teams to ensure prompt payments
What We Are Looking For:
- Good/advanced working knowledge of the MS Office Suite
- Excellent communication and interpersonal skills
- Creative problem solver, resourceful, team player
- Highly organised, adaptable and proactive
- Highly motivated, able to work independently and exhibit strong work ethic
Administration & General:
- Work intelligently and ensure that the management team is aware of problems or issues which negatively affect productivity
- Build excellent relations with team through positive communications
- Ensure knowledge is shared within the team
- Assume responsibility for own environment, ensuring adherence to health and safety policies
Additional Skills:
- Materials created for specific client events
- Arranging access permits for vendors and suppliers entering the building for events
- Coordinate notes from FIRST team meeting & meetings with client team
- Manage expenses ensuring project managers code invoices correctly and work with accounts to ensure the invoices are paid on time and the accurate allocations are provided
- Support team with the onboarding of vendors through the Vendor Management portal (KYP3)
Manage filing of Contracts - Manage sponsored conferences (create budgets, invoice payments and reconciliation)
- Review team expenses prior to sending to management for approval
- Provide admin support to the client team including Head of Events and Business Coverage Managers (complex calendar management, travel bookings etc.)
- Manage internal vendor relationship's including DMG production team, mail room and keep them posted on busy periods
- Maintain team document's and ensure all are kept up to date
FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics.
