Project Coordinator

Building a Brand Starts with a Story

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

The Project Coordinator is an integral part of our Events & Experiences team and will be responsible for supporting and/or executing various tasks within the project lifecycle. The role supports the Project Lead and Project Team in various aspects of the event, e.g., research of venues, suppliers, admin tasks, client meetings etc. The exact role per project is determined by the Project Lead at the kick-off stage, though can flex as project scope develops.

About First Global Management Services, Inc.

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.

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

Responsibilities

• 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
• Research appropriate project suppliers and venues, plus virtual & hybrid platforms, apps and new technologies, as required. Liaising with suppliers and internal contracting team for required paperwork, to ensure suppliers are properly onboarded
• Coordinate event collateral and gifts for in-person and virtual events
• 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
• 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 Venue Sourcing
• Review venue contracts and client addendums for accuracy and negotiate where applicable
• Support the team with any ad hoc projects related to the function as needed
• Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

Requirements

• 1-2 years of experience
• Proficient with G suite, Zoom and Microsoft Office Suite (including Outlook and Excel, Teams and SharePoint)
• Good presentation creation and formatting skills

Good oral and written communication skills

• Highly organized self-starter with excellent time management skills to handle multiple tasks and meet strict deadlines
• Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required 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
• Excellent timekeeping
• Requires ability to work other shifts and weekends and in excess of 40 hours/week, as necessary
• 20 Days of Sick Pay each Year

Preferred

• Cvent experience desirable

Benefits

• Private Medical Insurance with BUPA from day one
• 28 Days Annual Leave PLUS Bank Holidays
• Personal Volunteer Day
• Complimentary access to Headspace, Rocket Lawyer & Maven
• Cycle to Work Scheme
• Season Ticket Loan
• Mobile Phone Allowance

20-40% travel

• This role is hybrid and must go into the FIRST office 2 days per week (Tuesdays are mandatory and one additional day, determined by the team), subject to change at any time.
• Requirement to go onsite domestically and may require international travel when necessary
• Essential physical requirements including standing, sitting, typing, handling of materials including lifting / moving items

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.

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.