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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