Events Project Coordinator

2 weeks ago

Coventry, United Kingdom Strata Full time

**Job Overview**

This is an essential Client facing role where you will be an ambassador for Strata whilst working directly with the Client. You will assist the team with co-ordinating and delivering a wide range of events and services for one of the world’s largest Automotive companies. Experience within an agency is beneficial and knowledge of the Automotive industry would be advantageous.

Reports to

Account Director

Location

Coventry and hybrid

**Key Responsibilities**

Project administration
- Prepare and maintain briefing documents
- Ensure all actions from meetings are recorded and actioned
- Working with the Strata and client teams to ensure key dates in event schedule are met
- Organising of meetings; internally and externally - diary invites, room bookings, refreshments
- Good housekeeping within server folder and files - ensure all documents are labelled then filled correct in accordance to Strata / client process
- Understanding of commercial principles
- Project admin including raising of purchase orders and reconciliation
- Archiving event material poste event - ensure all documents are labelled then filled correct in accordance to Strata / client process
- Good working knowledge of the project, ability to update project documents including working documents, contact reports and schedules
- Working with team to book and arrange vehicles for events - ensuring correct model are booked, and scheduled pick up / collections are adhered to
- Good knowledge of brand guidelines ensuring good brand guardianship through event - digital and printed, event collateral and branding
- Assist with finances processing - working with Strata team to ensure all quotes and reconciliation are shared in a timely manner. Working with client to ensure Strata received approvals and POs in accordance with company protocol.

**Creative Delivery**
- Contributing to the creative content and delivery of projects
- Project research for entertainment, gift and other required collateral
- Liaison with Suppliers and Stakeholders to ensure delivery is in accordance with Strata’s Quality Management processes
- Attending site visits

**Brief taking and pitching**
- Assist with pitch work - contribute with creative content and research
- Project research for entertainment, gifts, venues and other items or services
- Liaise with supplier and stakeholders to ensure delivery is in accordance with Strata’s process
- Attend site visits - create reports as required

**Reconciliation and post event**
- Assist with the reconciliation of projects
- Assist with post event reporting
- Archiving of event materials in accordance with Strata and client processes - ensuring all items are clearly labelled and filed correctly

**Creative**
- Encourage broadminded thinking and open creative approaches
- Keep abreast of and research new approaches to present to clients and the wider Strata team

**External**
- To ensure an excellent level of customer service and to anticipate client requirements at meetings, on site and location
- To uphold good production values throughout project timeline
- To monitor the quality of all client deliverables
- Develop positive client relationships and be the main contact for all things operational
- To be a good ambassador for Strata and the client’s brand
- To promote the sale of other Strata products e.g., Digital, Creative Services etc

**The Person**
- Creative, commercially minded and excited by the challenges of delivering quality event experiences
- Minimum 18 month experience in events
- Driving Licence
- A discernible passion for the industry

**Key qualities and characteristics**
- Organised and strong multi-tasker
- Demonstrate the ability to work on multiple projects, clients and deadlines in a calm and composed manner.
- Demonstrate agility and flexibility
- Highly organised with an excellent eye for detail
- A confident communicator, both verbally and in writing
- An ability to build long term, mutually beneficial relationships
- A strong client service ethic
- Resilience and stamina to sustain performance when under pressure to deliver to a deadline or in the face of demanding customer requirements
- An ability and willingness to travel. This role requires onsite participation at live events within the UK

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