Event Project Coordinator - Agency

  • Job Reference: 945032977-2
  • Date Posted: 14 March 2023
  • Recruiter: Royall Appointments
  • Location: Leatherhead, Surrey
  • Salary: £26,000 to £28,000
  • Sector: Events & Experiential, Print
  • Job Type: Permanent

Job Description

Project Co-ordinator

Surrey up to £24-£28k

We are looking for a lively, fun Event Project Coordinator for a fabulous client of ours with at least one years working experience, preferably within an agency environment

A full-service engagement agency delivering magic for audiences in virtual, hybrid and live events, strategy, content, production and technology

They are a communication, engagement and logistical agency for some of the world's leading organizations.

Project Coordinator:

The event project coorindator will assist and support the project teams with the planning and execution of events from conception through to completion. To oversee an array of live and virtual events which meet or exceed client expectations and requirements within budget and time.

Key responsibilities and accountabilities:

Client Management:

  • Support the Account Lead with client relationship building where possible
  • Support the Account Lead at general client meetings, calls and reviews as required
  • Lead project specific client meetings and calls where project manager is not present (where possible)

Project Management:

  • Assist project managers across multiple projects with the general preparation, planning, organisation, and delivery of virtual and live events including but not limited to:

- Budget management

- Crew logistics

- Print and signage

- Ancillary meetings/country dinners

- Updating and maintaining event documentation

- Compliance checks and reporting

- Site visits and onsite support

  • Manage small scale events/dinners with the support of the project manager and/or line manager
  • Adhere to best practices and use of project management tools
  • Have input in updating and implementing internal/client specific processes and templates
  • Support and maintain good supplier relationships in addition to ongoing communication with third party suppliers
  • Basic understanding of required resources needed for your project, heavily supported by line manager
  • Support the project lead with the implementation of onsite documentation (virtual or live) to include but not limited to:

- Running schedule

- Slides for the staff & client briefings

- Crew flight booking

- Crew F&B

- Pre-Con preparation

  • Support the project lead with both internal & client debriefs providing ideas on how to improve in the future
  • Support with any post event reporting requirements
  • Basic understanding of scope of work, flagging to line manager when you think items may fall outside of this

Budget Reconciliation & Finance Management:

  • Support with updating budgets where applicable, heavily supported by line manager
  • Basic understanding of how PM tracks days vs Clockify tracker
  • Support project lead by pulling project specific Clockify reports weekly
  • Support project lead in ensuring all third-party invoices are received to ensure the project lead can deliver a prompt final budget reconciliation (maximum 45 days or client specific)


  • Input of timesheet activity daily
  • Ensure compliance with company privacy and security protocols supported by line manager
  • Ensure compliance with GDPR (General Data Protection Regulations) 2018 Regulations supported by line manager
  • Manage and submit personal expenses and credit card reconciliations within timeframes specified

Work collaboratively with Board, Peers, and all teams to ensure effective delivery of all client projects, including travelling on site as required.

  • Attend company training days as and when required.
  • Attend company meetings as and when required.
  • Undertake any additional task as required to support the business.
  • Live our values everyday:

Enjoy what you do, never be afraid to positively challenge and go the extra mile to exceed the client expectations adding wherever possible a little touch of magenta magic!

This position would suit: Event Project Coordinator, Project Coordinator, Event Executive, Agency Project Coordinator, Project Coordinator Agency, Live Events Coordinator, Live Events Executive.

This position would suit: Event Project Coordinator, Project Coordinator, Event Executive, Agency Project Coordinator, Project Coordinator Agency, Live Events Coordinator, Live Events Executive.