Project Coordinator

• Building a Brand Starts with a Story
• 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.

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.

Learn more at www.firstagency.com

• What You Would Get To Do
• 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.

ESSENTIAL DUTIES & 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)

EDUCATION, SKILLS AND EXPERIENCE 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

Cvent experience desirable

Good oral and written communication skills

Good attention to detail

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

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.

Requires ability to work other shifts and weekends and in excess of 40 hours/week, as necessary

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

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

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.