Event Production Coordinator in London

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.

Please note this role is a 12-month fixed-term contract.

What You Would Get To Do

The Event Production Coordinator delivers exceptional administrative and technical support for event requests within client offices, serving as the primary technical point of contact, supporting the event production team, and ensuring seamless execution from planning through delivery. This involves coordinating all event production-related deliverables, managing production event finances, and providing essential on-site support to the team and clients. The goal is to elevate event quality and engagement while maintaining high client satisfaction through meticulous organisation, proactive problem-solving, ensuring data accuracy and adherence to industry standards.

Along with other FIRST team members, the Event Production Coordinator will represent the FIRST Solutions brand on-site within a well-known tech company.

Your Contributions

• Serve as technical consultant, translating complex production concepts and technical capabilities into practical solutions for non-technical stakeholders and clients.
• Advise on technical best practices and venue capabilities to maximise event impact and engagement, ensuring alignment with event management and client expectations.
• Coordinate all event deliverables for the Event Production team, including videos, decks, music, audio stingers, graphic elements, and live stream links, ensuring technical validation and distribution to the technical team.
• Schedule tech checks, rehearsals, and client meetings to ensure seamless technical execution and event readiness.
• Provide comprehensive on-site administrative support for the Production team, including purchasing, resource coordination, scheduling, and run-of-show creation; function as the operational point of contact and facilitate the financial components for assigned events, including quoting, billing, and tracking.
• Utilize internal event management systems, including scheduling tools and G-Suite.
• Oversee internal event calendars, coordinating studio bookings, managing staff schedules, and assigning tasks.
• Generate, manage, and track all event production-related quotes and expenses.
• Manage comprehensive freelancer support for events, which includes sourcing quotes, efficient payment processing, auditing, and meticulous scheduling to meet event requirements and team capacity.
• Partner with the Team Lead to ensure the timely delivery of production elements to clients.
• Contribute to the continuous improvement of operational efficiency by developing and refining event production best practices, templates, and documentation.
• Provide internal and external stakeholders with documentation and expectations concerning relevant health, safety, and compliance regulations throughout event planning and on-site execution.
• Provide ad hoc project support and facilitate knowledge sharing among team members.

What We Are Looking For

• Bachelor’s Degree or equivalent experience preferred.
• 3 – 5 years’ experience in meeting planning, production, AV sales, or AV operations.
• Exceptional interpersonal and communication skills, with a proven ability to build rapport and maintain positive, professional relationships with clients, colleagues, vendors, and suppliers.
• Functional understanding of Audio Visual systems and processes.
• A strong client-centric approach, consistently delivering high-quality service and demonstrating a proactive attitude in anticipating and addressing client needs, including skilled conflict resolution and problem-solving.
• Highly empathetic and patient, adept at understanding diverse client requirements and navigating various personalities with grace and professionalism.
• Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail.
• Knowledge of Google applications or Microsoft Office Suite is preferred.
• Creative problem solver, resourceful, ambitious, and a collaborative team player.
• Calm and flexible approach to handling the pressure and stress of ever-changing demands and situations.
• Must be fluent in English.

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.

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.