Project Coordinator

Job Description

• Strategic relationship development and management of key stakeholders
• Work to ensure the appropriate crew is booked, that information is recorded on supplied software and that freelancers are processed appropriately through the contractor approval process and ongoing accreditation checks.
• Provide self and peer performance feedback when requested.
• Support peers, in skills development, covering for sickness and holiday.
• Follow policies and procedures, give feedback on process amendments and upgrades.
• Attend regular meetings with Project Managers and Heads of Department to confirm appropriate levels of staff (crewing), and schedules, giving early indications of job requirements to determine who and what is available, and relay scope and updates to the wider project Team.

Specific Responsibilities:

• Assist with the preparation of technical production schedules, sub-rental requirements, project scope, VAPPs, Permits to Work, Site accreditation, implementation plan and key responsibilities to project crew, vendors, and venues. This also includes assessment of event documents to ensure equipment and technical support meets the clients needs.
• To source, book technical crew for multiple events in locations worldwide. Including the negotiation of their rates and expenses, as well as monitoring working hours and schedules.
• Source vendors, request quotations, and raise purchase orders for the Project Managers and Heads of Departments (HODs) to cover sub-rental needs, project expenses, including travel logistics, miscellaneous project charges, and manage additional financial paperwork processing.
• To plan and arrange complex crew travel arrangements (including flights, trains, car hire and transfers, checking all restrictions including health & safety protocols. Distributing confirmations and ensuring payments are made on time and within budget.
• Initiate application and processing of any VISA, work permit or second passport requirements and maintain accurate internal records.
• Participate in client meetings, establish, and update detailed event records, and, when necessary, address client inquiries, issues, and challenges to assist the project managers.
• Managing the issuance of purchase orders, while also ensuring the swift reconciliation of invoices and purchase orders associated with travel and expenses to guarantee timely payment.
• Create and communicate documentation as required by the Projects Team and Senior Management, including but not limited to, timesheets, invoicing, NCRs, and Show Reports.
• Assist in the assessment of event documents to ensure equipment and technical support meets client needs.
• Initiate vendor and Customer onboarding documentation.
• To assess freelance crew at the time of engagement against rules, issuing relevant documentation and maintaining accurate internal records. Escalating any issues as they arise using the correct process.
• To administer and book all on-site crew training. Ensuring the crew training matrix is up to date and proactively contacting crew whose licenses/qualifications are due to expire.