Compensation: £45,000 - 50,000 annually, plus benefits
The Role
The Project Coordinator is the administrative backbone of our client work and a visible, client-facing member of the team. You will keep projects organised and moving, prepare the materials that clients see first, and make sure every engagement starts and runs on smoothly. You will work closely with Creative Directors, Designers, and Client Managers, and you will be a familiar voice to the founders, brand directors, and marketing leads we serve.
This role is designed as a springboard. Project Coordinators who thrive here are mentored toward Client Manager, owning relationships and project outcomes of their own.
What You'll Do
Client communication and scheduling
- Serve as a day-to-day point of contact for clients on logistics, timelines, and deliverables
- Schedule and coordinate client meetings, creative reviews, and internal working sessions across time zones
- Prepare agendas, take clear notes, and circulate action items and next steps after meetings
Presentations and decks
- Build and format client presentation decks, including concept reviews, project updates, and proposals
- Work with the creative team to assemble artwork, mockups, and copy into polished, on-brand slides
- Maintain a comprehensive library of past presentations
Contracts and documentation
- Under the direction of the COO, draft and send NDAs and track them through to signature
- Draft scopes of work and contracts from approved templates and project details, routing them to the Account Managers for scope review and the COO for legal review
- Maintain accurate project files, including versions, approvals, and signed documents
Project administration
- Track project timelines, milestones, and deliverables; flag risks and delays early
- Support budget tracking, change orders, and invoicing coordination with Finance
- Keep project management tools current and make sure the team has what it needs to hit deadlines
- Maintain the agency's asset library, font and image licensing records, and archive of finished work
Travel and logistics
- Plan and book travel for team members and clients, including flights, lodging, and ground transport
- Coordinate logistics for distillery visits, press checks, print and packaging vendor visits, tastings, and trade events
- Manage itineraries, expense reports, and shipping of samples and prototypes
Competition Entries
- Own the agency's annual awards calendar (e.g., The One Show, D&AD, Pentawards, Dieline Awards, ADC), tracking early-bird and final deadlines
- Work with creative and strategy leads to shortlist eligible work and confirm client approvals and permissions to enter
- Gather and organize entry materials: case study films, boards, imagery, credits and written submissions
- Draft and edit entry write-ups with the creative and strategy teams, adapting to each show's category rules and word counts
- Manage entry budgets, fees and physical shipments of packaging and printed pieces
- Track results and maintain an awards archive; coordinate announcements with marketing and new business
What You Bring
Required
- 1 to 3 years of experience in an administrative, coordination, or client-facing role (design, branding, packaging, agency is a must, hospitality, or luxury goods a plus)
- Interest in and knowledge of spirits, craft beverage, and packaging.
- Excellent written and verbal communication; polished, warm, and professional with clients
- Exceptional organization and attention to detail, with the ability to juggle several projects at once
- Strong skills in Slides or Keynote and Google Workspace and Microsoft Office
- Reliable in handling confidential information and sensitive documents
- Interest in or knowledge of spirits, craft beverage, packaging, or print production
- A proactive, resourceful approach: you anticipate needs instead of waiting to be asked
Nice to have
- Familiarity with contracts, scopes of work, or NDAs
- Experience with project management tools
- Basic design sensibility and an eye for presentation quality
Creative Project Coordinator employer: Creative Recruitment
Creative Recruitment is an excellent employer for aspiring designers, offering a dynamic work environment in London that fosters creativity and collaboration. With a focus on high-output campaigns, employees benefit from hybrid working arrangements, ample opportunities for professional growth, and the chance to work alongside a talented creative team on impactful projects. Join us to elevate your design career in a supportive and fast-paced atmosphere.
