Project Coordinator in Bristol

Welcome

Thank you for your interest in Charcoalblue! We are looking for a Project Coordinator to join our growing Charcoalblue Experience (CBX) team. This position is based in the London or Bristol area. This is a fixed-term employment, projected for twelve (12) months, with the possibility of extension or transition into a permanent position.

Description of Role

As the Project Coordinator, you will be critical in supporting the delivery of specialist experiential and construction project management services for world-leading complex projects. You will quickly become involved at all levels of project delivery, supporting the project management and coordination teams in creating, developing, and executing new and existing service development processes. The role is multifaceted, with a focus on project support, service enhancements, team connectivity, and cross-organizational communications.

This role will suit someone detail-oriented, a self-starter, able to break down complex activities into their components and requirements, and resourceful in seeking information.

Key Responsibilities

• Support the Global project team on projects as assigned, including, but not limited to, maintaining communication with project stakeholders, setting up initial project materials, collating and distributing reports, updating dashboards, onboarding new vendors, and other project administration.
• Assist Project Managers in preparing, formatting, monitoring, and controlling project schedules, budgets, and resource allocations.
• Complete administrative functions in a wide variety of project and construction management software platforms, including but not limited to Smartsheet, Holobuilder, and Aconnex.
• Perform structured quality Checks (QC) inspect assets and project assets and prepare quantitative reports on KPIs related to project asset compliance with a dictated process.
• Assist in gathering and synthesizing information across multiple platforms and preparing reports as directed by Project Management (PM) leadership.
• Maintain the centralized project document management repository, ensuring all documentation is accurate, current, and accessible.
• Maintain and continue to improve the project management toolkit, including presentation material, project templates, and organizational systems as required for successful delivery of the service.
• Work as part of a dedicated coordination team, sharing knowledge and information freely to help the service grow and become successful across all regions.
• Carry out other reasonable tasks, as directed by CBX leadership or the project management team, to ensure successful project delivery and service development.
• Support coordination and logistics of project travel, as required.
• Provide necessary coverage across the global coordination team when required.
• Represent Charcoalblue and our service through excellent communication and collaboration with the client.

This list is not intended to be exhaustive and may be subject to alteration over time as we develop the service.

Qualifications & Key Skills

We are open to receiving applications from candidates with a varied range of experience and education. If you meet most of the qualifications below, we encourage you to apply.

• Minimum three (3) years of experience providing coordination support for project teams in the construction, AV, theater, event industries, or other related fields.
• Skilled in visual, written, and verbal communication of service issues with the capability to think outside the box and bring innovative solutions to the table.
• Strong computer skills, including competent use of core Microsoft and Google suite applications.
• Proven success in driving efficiency by proactively contributing to the streamlining of organizational systems, tools, or templates.
• Ability to work within tight deadlines and handle multiple priorities simultaneously.
• Detail-oriented with ability to prioritize and independently execute work activities across a wide range of projects.
• Must have a creative attitude towards problem-solving, possess analytical skills.
• Ability to work in a collaborative and fast-paced environment with a high degree of self-motivation and initiative.
• Able to work calmly and effectively under pressure.
• Flexibility and adaptability to changing business needs.
• Ability to build relationships with colleagues and management.
• Experience with project management application tools such as Aconex, ProCore, Primavera P6, MS Project, Smartsheet, or similar software is a plus.
• Experience with data visualization tools such as Power BI, Tableau, Looker Studio, or similar software is a plus.
• Experience within real estate projects and/or large theatre or event installations.
• An understanding of construction terminology, building systems, and overall project sequence/timing.
• Knowledge of ISO project standards or project controls frameworks.
• Experience documenting processes, workflows, and standard operating procedures to ensure clarity, consistency, and knowledge sharing across teams.

The salary range for this role is £28,050 - £39,270 per year, based on a forty (40) hour working week. Please state your salary expectations in your cover letter in line with your experience.

Charcoalblue intends to offer the selected candidate base pay within this range, dependent on job-related, non-discriminatory factors such as experience. Base pay is one part of the total rewards that Charcoalblue provides to compensate and recognize employees for their work. Charcoalblue provides a robust benefits package to help support you physically, financially, and emotionally through the big milestones and in your everyday life. Please visit our careers page for more details.

This role is being offered as a full-time position at forty (40) hours per week. Our standard full-time working week is forty (40) hours, flexible between 8 am and 8 pm Monday-Friday, plus an hour per day (unpaid) for lunch, with an understanding that flexible working hours will apply to meet our clients’ needs and to accommodate the company’s global time zones. Charcoalblue does not provide for the payment of overtime. The nature of the job and the Partnership’s business could occasionally entail some work outside normal working hours.

There is a three (3) month probationary period for this role. We are currently working in a hybrid working model, meaning you will work from your home, or other place of your choosing. Additionally, some site visits and project meetings may be in person, as required.

We will provide you with the necessary IT hardware and software to enable you to carry out your role successfully in line with your duties. Please note, the successful applicant must be based in the UK to effectively meet the current needs of our work and local team, and you should be able and willing to travel to external meetings.

Take-What-You-Need (TWYN) Leave – Team members have no cap on the number of days they wish to take in any year. This means you can plan holiday or vacation time or request time when you need it, without the worry of running out of leave days. TWYN leave requests must follow policy guidelines and team members are encouraged to use a minimum of 20 days of annual leave minimum per annum (prorated in the first year and also prorated in a part-time position), plus statutory Bank Holidays. Charcoalblue traditionally closes its studios between Christmas and New Year’s Day, resulting in an additional 4-5 discretionary paid vacation days each year.

BENEFITS – To support you in successful hybrid/distributed working, you will receive a laptop and any other associated IT peripherals required for the role upon you joining Charcoalblue. Following successful completion of your three-month probationary period, you will be eligible to participate in our company benefits package, including:

• Charcoalblue’s annual bonus scheme, subject to the Partnership’s performance year on year.
• An allocation of live event tickets per month, offered to encourage you to immerse yourself in the live events industry as far as possible.
• A contribution to your home internet and home utilities to enable you to work from home effectively in line with our distributed working model.
• Upon successful completion of your second year, you will be eligible to join our Private Health Insurance plan, in line with our company policy.
• Other benefits are accumulative as you progress with the company.

COMPANY OVERVIEW

Charcoalblue is widely regarded as the most exciting and innovative theatre, acoustics, and experience consultancy in the world. We specialise in the performing arts, live entertainment, media, technology, education, experiential, hospitality, workplace and cultural sectors. We imagine, design, and deliver captivating spaces that entertain, educate, and transform individuals through collective experiences. Since our inception in the UK in 2004, Charcoalblue is now the largest organization of its kind, delivering projects to every corner of the globe. We operate as a cohesive and collaborative team with studios in London and Bristol in the UK, New York, Chicago, and San Francisco in the US, and Melbourne in Australia.

EQUITY, DIVERSITY & INCLUSION OVERVIEW

We are committed to becoming an increasingly inclusive organization. We continuously work to eliminate unfair and discriminatory practices within the company while encouraging full and equal contributions from our diverse community. Our mission is to foster an inclusive ethos by creating a welcoming work environment across our global practice. We provide recruitment opportunities that are open to all and encourage applications from candidates of diverse backgrounds to ensure our global team reflects the clients we collaborate with and the communities we serve.

If you require this application in a different format or need support during the application process, please contact Jake Katz via email at jake.katz@charcoalblue.com or via telephone at +44 207 928 0000. If you have any questions about accessibility or how the role may accommodate your personal circumstances, please reach out.

Charcoalblue strives to provide an environment free from discrimination and is committed to ensuring that all clients and customers can access the services and products we offer, across our three regions. We believe that all individuals – employees and clients alike – are entitled to be treated with respect and dignity.