Project Coordinator

Employment Type: Full-time

Location: London

Work Site Type: Hybrid

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 listed among the 2025 Most Innovative Marketing Agencies of the Year by Chief Marketer, named Top Agency of the Year 2024 by Event Marketer, highlighted as a Global Agency of the Year, over 100 Employees by C&IT, and listed among the "200 Top Marketing Agencies" in 2024, 2023, & 2022 by Chief Marketer.

Learn more at www.firstagency.com

What You Would Get To Do

  • Support the Project Lead and wider Project Team with planning and execution, across multiple key events for in-person, hybrid and virtual environments
  • Create, update and file relevant project working documents such as master decks, meeting agendas and minutes, WIP Decks, project timelines, plus scheduling and minute taking from team and client meetings, adhering to all FIRST standards and practices connected to successful project management
  • Coordinate event collateral and gifts for in-person and virtual events
  • Support the team with any ad hoc projects related to the function as needed
  • Process and track invoices and project expenses, working alongside the Project Lead and Finance team
  • Ensure timesheets are completed at the end of each working week, and monitor accurate project team hours reporting
  • Research appropriate project suppliers and venues, plus virtual & hybrid platforms, apps and new technologies, as required. Liaising with suppliers and the internal contracting team for required paperwork, to ensure suppliers are properly onboarded
  • Coordinate host teams, staffing, crew logistics management and transportation with Project Leads, to ensure the most efficient use of people and time
  • Work with Global Creative Studio on creative asset tracking & trafficking, from brief to production
  • Source venues, book and attend site visits, prepare both venue sourcing presentations and site visit reports, working with the Venue Sourcing team
  • Review supplier contracts and client addendums for accuracy and negotiate where applicable

What We Are Looking For

  • 1+ years of experience in end–to–end event management (ideally corporate)
  • Proficient with G Suite, Zoom and Microsoft Office Suite (including Outlook and Excel, Teams and SharePoint)
  • Proficient in Excel, Budget management and reconciliation
  • Good presentation creation and formatting skills
  • Cvent experience desirable

Education and Qualifications

  • Proficient in English
  • Good oral and written communication skills
  • Good presentation skills
  • Good attention to detail
  • Ability to adapt, be flexible and collaborate with team members in a diplomatic manner
  • Willing to travel to various locations for site visits and on-site management of events
  • Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative problem solving
  • High organisational skills to meet strict deadlines
  • Excellent timekeeping

At FIRST, we believe that our success is driven by the passion, creativity, and commitment of our teams. That's why we offer a range of benefits and perks to support your personal and professional growth:

  • Private Medical Insurance with BUPA from day one
  • 28 Days Annual Leave PLUS Bank Holidays
  • Personal Volunteer Day
  • 20 Days of Sick Pay each Year
  • Enhanced Parental Leave (Maternity & Paternity)
  • Wellness Stipend
  • Complimentary access to Headspace, Rocket Lawyer & Maven
  • Life Insurance
  • Employee Assistance Program (EAP)
  • Cycle to Work Scheme
  • Season Ticket Loan
  • Mobile Phone Allowance
  • Pension Scheme Enhancements
  • Discretionary Bonus Structure
  • Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

#LI-TS1 #LI-Hybrid

FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.