Project Coordinator

Job Purpose

As Project Coordinator you will provide support across all elements of Integrated Production, undertaking operational responsibilities such as preparation of event documents (e.g.,  agendas, reports, presentations, tracking), creating basic timelines and estimates as needed, project close / reconciliation process, vendor quotes and selection, raising POs, project related research as required, including venue searches.

Key Responsibilities 

Operational Delivery

  • Prepare quality written documents, such as crew briefing documents, simple production spec. documents and schedules
  • Keep all relevant parties updated of project status and issues
  • Produce on-site schedules 
  • Project manage internal and external requirements within timelines and budgets
  • Anticipate potential issues and proactively respond with solutions
  • Carry out venue searches
  • Carry out venue site visits 
  • Organise team travel for on site delivery

Creative

  • Attend key meetings and provide input related to client needs and requirements

Talent Management

  • Understand and be able to communicate knowledge of the skill sets and abilities across the Integrated Production department

Client Relationships 

  • Nurture positive client relationships at the appropriate level
  • Partner with the project leads to provide transparency on what is achievable in the delivery of projects, managing client expectations accordingly

New Business Development Support

  • Support the project / pitch lead with the pitch process, including contributing towards the  Operations, Technical and Live Production elements of the brief such as sourcing 3rd party partners, collating pitch materials etc.
  • Actively promote GPJ through best practice  

Finance

  • Demonstrate an understanding of various financial software 
  • Obtain, review and respond to vendor quotes, ensuring we are working with best in class partners, with regular negotiations to drive value, profitability and efficiency
  • Create and distribute POs, obtaining relevant approvals as and if needed
  • Identify and elevate potential budget / financial issues, making suggestions on how to resolve
  • Understand and effectively manage the budget reconciliation and invoicing processes
  • Understand and take initial steps to address impact of changes on project budget and financial metrics, with limited guidance

About you

  • You’re adaptable and open to unexpected requests and ways of working (priorities and requirements can frequently change in an agency)
  • You’re always willing to help other people within the project, across depts
  • You demonstrate a calm and positive attitude
  • You’re curious and eager to learn about the industry, clients’ business, tech solutions etc.
  • You’re solutions focused/ creative problem solver – presenting solutions to roadblocks in order to move forward
  • You are persistent and patient – persistence to follow up with stakeholders and clients but demonstrating empathy in understanding agency and client partners’ workload.  Showing patience when you experience ‘roadblocks’
  • You’re truly passionate about planning and delivering a best in class event
  • You’re decisive with the ability to make several decisions at the same time, and at pace
  • You have a true passion for live events, and an enthusiasm to learn about integrated production, in depth and breadth

Your Background, Skills & Experience

  • 1-2 years experience in, and knowledge of, live event production
  • An effective communicator who is honest, clear and constructive with your communications
  • Empathetic, adaptable and demonstrates good organisational skills
  • Demonstrates the ability to manage own workload 
  • Demonstrates the ability to work to deadlines, and flag any concerns with meeting deadlines ahead of time
  • Understanding of the marketplace GPJ operates in