Event Project Coordinator
As an Event Project Coordinator, you will support the planning and execution of events from concept through to delivery. Working closely with the production and client teams, you will help ensure that projects are delivered on time, within budget, and to the highest standards.
This role requires strong organisational skills, attention to detail, and the ability to manage multiple workstreams simultaneously in a fast-paced environment.
Key Responsibilities
- Support the planning and coordination of events from initial briefing to on-site execution, ensuring all elements align with client expectations and brand standards.
- Assist in developing production schedules, timelines, and budget trackers for each project.
- Coordinate day-to-day project activities, ensuring clear communication between creative, operations, suppliers, and client teams.
- Liaise with vendors and suppliers to obtain quotes, confirm bookings, track deliverables, and ensure timely execution.
- Support negotiation processes with suppliers to secure competitive rates and value-added services where possible.
- Manage project documentation including call sheets, production schedules, guest lists, supplier contracts, and event briefs.
- Assist with guest management and event logistics, ensuring a seamless experience from pre-event planning to on-site delivery.
- Provide on-site support during events, coordinating suppliers and troubleshooting issues as they arise.
- Monitor and track budgets and expenses, flagging any discrepancies or cost risks to senior team members.
- Ensure all event elements comply with health and safety requirements and company policies.
- Contribute to post-event reporting, capturing feedback, lessons learned, and areas for improvement.
- Maintain strong working relationships with suppliers, freelancers, and internal teams to ensure smooth collaboration.
Requirements
- Education: Bachelor's degree in Event Management, Hospitality, Marketing, or a related field (or equivalent practical experience).
- Experience: 24 years experience in event coordination, production support, or project support within luxury, experiential, or corporate event environments.
- Technical Skills:
- Strong organisational and administrative skills.
- Experience supporting production planning, budgeting, and logistics.
- Familiarity with AV, staging, and event production terminology is advantageous.
- Proficiency in Microsoft Office and project management tools.
- Communication: Excellent written and verbal communication skills, confident liaising with suppliers and internal stakeholders.
- Problem-Solving: Ability to multitask and adapt quickly in a fast-paced environment while maintaining attention to detail.
- Attributes: Proactive, detail-oriented, collaborative, and committed to delivering high-quality events.
