Job Purpose
As Project Coordinator you will provide support across all elements of Integrated Production, undertaking operational responsibilities such as preparation of event documents (, 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
1. Prepare quality written documents, such as crew briefing documents, simple production spec. documents and schedules
2. Keep all relevant parties updated of project status and issues
3. Produce on-site schedules
4. Project manage internal and external requirements within timelines and budgets
5. Anticipate potential issues and proactively respond with solutions
6. Carry out venue searches
7. Carry out venue site visits
8. Organise team travel for on site delivery
Creative
9. Attend key meetings and provide input related to client needs and requirements
Talent Management
10. Understand and be able to communicate knowledge of the skill sets and abilities across the Integrated Production department=
Client Relationships
11. Nurture positive client relationships at the appropriate level
12. 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
13. 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.
14. Actively promote GPJ through best practice
Finance
15. Demonstrate an understanding of various financial software
16. 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
17. Create and distribute POs, obtaining relevant approvals as and if needed
18. Identify and elevate potential budget / financial issues, making suggestions on how to resolve
19. Understand and effectively manage the budget reconciliation and invoicing processes
20. Understand and take initial steps to address impact of changes on project budget and financial metrics, with limited guidance
About you
21. You’re adaptable and open to unexpected requests and ways of working (priorities and requirements can frequently change in an agency)
22. You’re always willing to help other people within the project, across depts
23. You demonstrate a calm and positive attitude
24. You’re curious and eager to learn about the industry, clients’ business, tech solutions etc.
25. You’re solutions focused/ creative problem solver – presenting solutions to roadblocks in order to move forward
26. 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’
27. You’re truly passionate about planning and delivering a best in class event
28. You’re decisive with the ability to make several decisions at the same time, and at pace
29. You have a true passion for live events, and an enthusiasm to learn about integrated production, in depth and breadth
Your Background, Skills & Experience
30. 1-2 years experience in, and knowledge of, live event production
31. An effective communicator who is honest, clear and constructive with your communications
32. Empathetic, adaptable and demonstrates good organisational skills
33. Demonstrates the ability to manage own workload
34. Demonstrates the ability to work to deadlines, and flag any concerns with meeting deadlines ahead of time
35. Understanding of the marketplace GPJ operates in
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