Office and Events Co-Ordinator in London

Department: Production & Events

Reports to: Business Operations and Project Manager

Working Hours: 40 Hours Per Week, including evenings and weekends

Salary: £30,472 Pro Rata

Term: 9 months fixed term (potential to extend)

The Role

CM Production Management LTD (CMPM) is seeking an experienced Office and Events Co-ordinator to drive forward with our ambitious growth plans and oversee the delivery of high-profile events. With a track record of delivering exceptional productions and collaborations with promoters and brands, we are looking for an office and events co-ordinator who can elevate our production capabilities while maintaining our commitment to technical and administrative excellence. This is a new role to take pressure off the team by keeping our office admin and project paperwork organised, accurate, and up to date. This role is mainly office-based and focused on the "behind the scenes" work that helps projects run smoothly. You will be the person who makes sure information is easy to find, tasks don’t get missed, and the team has the documents and admin support they need.

Job Duties and Responsibilities:

• The candidate will need to provide a range of administrative management for business, shows, events, companies and programmes. This will typically include managing the day-to-day office running and systems, such as Finance, HR and Health and Safety Systems; as well as the management of equipment and resources required to deliver high-quality projects.

Key Duties

• Office administration

• Manage day-to-day office admin: inbox support, phone messages, filing, document control, and keeping records organised
• Maintain clear folder structures and templates so the team can work consistently
• Order office supplies and help coordinate basic office needs (equipment, software access, etc.)
• Take minutes in meetings and track actions/follow-ups

• Create and maintain job sheets, project trackers, schedules, and key project documents
• Keep project information accurate and up to date (dates, contacts, suppliers, crew, key notes)
• Support the team with admin for logistics: bookings, deliveries/collections, supplier coordination, and confirmations.
• Prepare and organise project packs and paperwork so the delivery team has what they need.

• Support invoice and payment tracking (raising/issuing invoices where required, logging costs, chasing missing paperwork)
• Maintain organised records for the bookkeeper/accountant
• Support payroll admin by collecting timesheets/hours and ensuring information is submitted on time

• Support onboarding/offboarding admin and maintain staff/freelancer records
• Track training and certification records (e.g., H&S training)
• Help distribute company policies and keep records of acknowledgements where needed
• Liaise with external HR support/consultants when required (admin support only)

• Keep Health & Safety documents organised and up to date (policies, training records, compliance paperwork)
• Support the team by tracking actions and deadlines from H&S reviews/consultants.
• Flag missing documents or upcoming renewals to management

• Collate information for reporting, monitoring, and grant applications
• Provide light support with keeping company information up to date online (basic admin support for website/social pages when needed)
• Support the Director and wider team with general admin tasks as required
• Support on-site with shows and events as required by the business

Person Specification

Skills and experience (essential)

• Experience in an office admin / project admin role (live events experience preferred)
• Strong organisational skills and attention to detail
• Confident using email, documents and spreadsheets
• Able to manage multiple tasks and deadlines and stay calm under pressure
• Clear communication skills and a professional approach with clients, suppliers, and freelancers
• Proactive and able to work independently without constant supervision
• Experience in live events, production, venues, or a similar fast-paced environment
• Able to work confidently outdoors in wet and windy conditions, where required

Desirable

• Basic finance admin or bookkeeping experience (AAT/bookkeeping a bonus)
• Experience using accounting software (e.g., FreeAgent, Xero)
• Experience supporting HR admin processes
• Driving licence and access to a vehicle

Terms and Conditions

The primary working hours for this role will be 40 hours per week, but there may be some flexibility required to meet the needs of both the company and the employee. If you work beyond the standard 40 hours per week, we operate a time off in lieu system. However, on some projects, your line manager may agree to provide overtime pay. The job will be based in our office in Barking, London when you are not working onsite. All necessary IT equipment and software will be provided to you, including a company phone. You will also receive all necessary personal protective equipment (PPE) and a company uniform. The role may require you to work evenings and weekends, and may involve some long hours due to the nature of the work. If needed, transportation arrangements will be made based on the start and finish times and location of the job, as per the company travel policy. This is a temporary position with the option to make it permanent based on the company's performance. There is a probationary period of three months, during which the notice period will be four weeks. After this period, the notice period will be 4 weeks. You will be entitled to holiday pro-rata, including statutory days, and a bonus day off for your birthday. An employee pension scheme is in place. You will be required to follow CMPM and partner companies' policies, as well as comply with health and safety requirements. You will also have access to an Employee Assistance Programme and a Bright Exchange Programme for sharing advice and special offers. The post holder will require a DBS check.