Project Coordinator - Corporate Events

Building a Brand Starts with a Story

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognised as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group. 

Learn more at www.firstagency.com

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.

• 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 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

QUALIFICATIONS, KEY SKILLS & EXPERIENCE

• 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

• Assume responsibility for own environment, ensuring adherence to health and safety policies
• 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

ADDITIONAL SKILLS (Account Specific)

• 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 the 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 including DMG production team, mail room and keep them posted on busy periods
• Maintain team documents and ensure all are kept up to date
• Manage visitors to the office ensuring all are registered with reception and greeted upon arrival
• Manage all new starter onboarding and create induction documents
• Organise team birthdays and occasional team activities including lunches and seasonal outings

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Last updated on Aug 21, 2024