Project Coordinator - (25) in London

Welcome to 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 maintaining communication with project stakeholders, setting up initial project materials, collating and distributing reports, updating dashboards, onboarding new vendors, and other project administration.
• Coordinate meetings, prepare agendas, take and distribute notes, and monitor completion of action items.
• 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.

Qualifications, Key Skills & Employment Details

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.

Essential

• Minimum three (3) years of experience providing coordination support for project teams in the construction, AV, theatre, event industries, or other related fields.

Key Skills

• 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.

Desirable

• 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.