At a Glance
- Tasks: Coordinate event staffing and scheduling while ensuring smooth operations and data accuracy.
- Company: Join FIRST, a leading global brand experience agency with a focus on innovation.
- Benefits: Enjoy private medical insurance, generous leave, wellness stipends, and global opportunities.
- Other info: Diverse workplace committed to equal opportunity and personal growth.
- Why this job: Be part of exciting events and make a real impact in a dynamic environment.
- Qualifications: 1-3 years in an organised role, strong communication skills, and proficiency in Google Worksuite.
The predicted salary is between 30000 - 40000 £ per year.
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. We manage over 37,000 events & projects annually across 110 countries, serving 130+ brands with a focus on Fortune 500 companies in the Financial Services, Technology, Healthcare, Media, and Professional Services sectors.
The Event Resourcing Coordinator will consistently deliver exceptional service and support as it relates to scheduling, staffing, and resource allocation for all events, ensuring efficient deployment, accurate data, and timely reporting. The role optimizes labor utilization and supports operational excellence.
Your Contributions
- Administer the end‑to‑end scheduling and coordination of labor for all events, ensuring adequate staffing levels are deployed, appropriate resources are staffed based on skill set and event needs, and scheduling changes are communicated effectively and within agreed upon timeline.
- Administer the end‑to‑end financial documentation for staffing, including creating labor quotes for events, processing invoices from freelancers, and coordinating with the Finance department to ensure timely payment of all external resources.
- Understand overall staffing goals and manage labor resources for maximum efficiency and cost‑effectiveness.
- Forecast labor needs based on event schedules, historical data, and upcoming event requirements to proactively address potential staffing gaps.
- Onboard, engage, and manage time sheets of scalable resources as needed to supplement our embedded team.
- Serve as a primary point of contact for the team regarding labor logistics, schedule changes, and on‑site coordination, responding within agreed upon response time.
- Maintain and update the labor scheduling systems, ensuring all shifts, job assignments, times, and locations are accurate.
- Provide support on quoting and tracking relating to resourcing opportunities.
Data Management & Quality Control
- Support data entry and quality control for vital operational metrics related to labor, and event details in multiple systems, maintaining data accuracy.
- Support data cleaning and validation processes to ensure the accuracy, completeness, and consistency of all entered data by event services staff.
- Run regular reports and summaries on labor utilization, scheduling, and other operational data and submit for management review within the agreed upon timeline.
- Identify and flag discrepancies or anomalies in data, collaborating with leadership to determine root causes and implement corrective actions.
- Contribute and assist with any ad hoc projects consistent with the responsibilities.
What We Are Looking For
- 1–3 years of experience in a highly organized or administrative role where attention to detail was paramount.
- Exceptional organizational and time management skills, with the ability to manage multiple complex projects simultaneously.
- Familiarity with event processes and terminology is strongly preferred.
- Proficiency with Google Worksuite is required, with strong familiarity in Google Sheets/Microsoft Excel.
- Experience with scheduling software or workforce management systems is a plus.
- Excellent written and verbal communication skills.
- A proactive and problem‑solving mindset, with a strong commitment to meeting deadlines.
Benefits
- 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.
Event Resourcing Coordinator employer: FIRST
FIRST is an exceptional employer that fosters a dynamic and inclusive work culture, offering employees the chance to engage in meaningful projects across the globe. With comprehensive benefits such as private medical insurance, generous annual leave, and wellness stipends, we prioritise employee well-being and professional growth. Our commitment to equal opportunity and a supportive environment ensures that every team member can thrive and contribute to our mission of delivering outstanding brand experiences.
