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Project Coordinator Position

Main Objectives

  1. Work closely with Project Manager on client accounts and events, towards improving client retention within the Group.
  2. SupportProject Manager with administrative tasks, g.
    1. Accreditationforms for client events
    2. Crewlists, including helpers
    3. Updatingproduction schedules/plans each day
    4. AssistPM with Daily Site Reports
    5. Takephotographs on site, to add to daily reports
    6. Cateringfor crew and assist with petty cash receipt collections
    7. Flights/accommodationfor freelancers
  3. Workwith PMs by understanding different clients, their needs and their


  • Record client interactions, specific issues and preferences on the Daily Site Report Spreadsheet.
  • Relay any potential sales leads to all Project/Sales Managers.
  • Effectively support Project Manager to manage the client’s needs and wishes.


  • Work closely with Project Manager when taking the quotation brief telephonically or via a
    meeting/site visit ensuring that the client’s objectives are fully understood.
  • Follow up on all declined quotes, finding out the reason. Escalate to Project Manager in order to find a solution.


  • Workwith Project Manager on brief and quotation preparation prior to confirmation 


  • Follow upwith the client regarding any deposits/payments due, outstanding documentation required. Project Manager must ensure all paperwork is in order and signed off for new
  • InformOperations and Sales personnel when final confirmation is 
  • Involve the relevant operations personnel in post confirmation site/technical meetings to clarify requirements/changes, and relay all changes back to Admin/sales.
  • AssistPM with job report to Managers and Job Report email list on completion of the event
  • Monitorthe progress and standard of client service throughout the event and organise a follow-up with client on completion.
  • Requestwritten client feedback from existing 
  • Provideclient feedback to Sales and Operations for corrective action when 
  • Inputall client interaction into Daily and Weekly Sales Activity spreadsheets and keep Project Manager updated throughout the process.


  • Once Project Manager has established the client’s requirements, work with him/her to provide solutions.
  • Function asassistant liaison between the client, Project Manager and ES:ME throughout the

process to ensure that the client’s requirements are met.

  • Assistthe Project Manager with the collection of payment for confirmed 
  • AssistProject Manager with any shipping/transport co-ordination together with admin 
  • Assist with planning and co-ordinating the event; eg technical production schedules and organising the requirement details (equipment, personnel, transport, travel, forklifts etc.) with the relevant Operation staff in weekly operations meetings.
  • Provide on-site support for the Project Manager, serving as a secondary contact between client and ESME technical personnel.
  • Co-ordinate and support personnel from all disciplines onsite, ensuring adherence to ESME codes of conduct, dress codes, customer service levels and health and safety standards.
  • Organise all necessary site requirements such ascrew passes, catering, electrician, storage facilities, etc.
  • Setup follow-up meetings with the Project Manager and client after the


  • Assistmanagement with any other duties as may be 


  • Projectco-ordination qualification or related on-the-job experience
  • Goodknowledge of the technical production services for the Live Event Industry
  • Driver’slicense


  • Organisationalskills
  • Administrationskills
  • Timemanagement skills
  • Interpersonalskills
  • Strongverbal and written communication skills

Basic Knowledge

  • MSOffice proficient
  • Knowledgeof Health and Safety policies

Personal Attributes

  • Attentionto detail
  • Teamplayer
  • Abilityto work under pressure
  • Ableto work flexible hours and overtime
  • Willingnessto grow and learn

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