Project Coordinator in London

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ’n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting‑edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe.

The Project Coordinator is an integral member of the Project Management team, providing daily support to assigned projects and project leads. This is an entry‑level project role designed to build a strong foundation in TAIT’s project delivery processes, cross‑functional collaboration, and client service approach.

The Project Coordinator supports the planning and execution of projects by:

• Coordinating meetings, maintaining schedules and documentation, managing communication flow, and assisting with administrative and operational tasks.
• Providing hands‑on experience in a fast‑paced, evolving industry and offers exposure to a variety of internal teams, clients, vendors, and production environments.
• Supporting growth and development toward the next career step of Associate Project Manager.

Essential Responsibilities & Accountabilities

• Provide administrative and project coordination support to assigned project leads and teams.
• Maintain calendars, production schedules, and meeting logistics, coordinating internal and external resources as needed.
• Maintain project‑related files and documentation in Box, Microsoft SharePoint, Slack, and other designated systems.
• Coordinate the distribution of production, creative, and project documentation for assigned projects.
• File and archive documents as needed.
• Take accurate and complete meeting notes and communicate follow‑up items clearly and promptly.
• Conduct project‑related research with limited guidance.
• Organize expense reports, purchase requisitions, and submit appropriate supporting documentation as directed.
• Coordinate with internal resources, including Producing, Design, Technical, and Production teams, to help ensure work is completed efficiently and on schedule.
• Support the preparation, packaging, delivery, and distribution of project‑related materials, documents, and deliverables.
• Assist with permits and local agency coordination for activations or events when applicable.
• Support health and safety planning for project teams and event participants when applicable.
• Manage small scopes of work within a larger project, or small internal projects, under the supervision of a project lead.
• Begin developing core project management capabilities including coordination, prioritization, communication, budgeting awareness, and problem solving in preparation for growth into an Associate Project Manager role.
• May provide onsite coordination support for Production Coordinators, Production Assistants, Runners, and select vendors or suppliers, under the direction of the Project Lead.

Qualifications And Experience

• Proven experience in production, project coordination, live events, theatrical arts, location‑based entertainment, or other entertainment‑related experience preferred, along with general office or administrative experience.
• Demonstrates ability to take accurate and complete written meeting notes.
• Proven communication skills, including written, verbal, and numerical communication.
• Demonstrates sound judgment in knowing when to ask for help, seek direction, or elevate issues.
• Ability to multitask in a creative, fast‑paced, open office environment.
• Detail‑oriented, adaptable, and able to meet deadlines with initiative, follow‑through, and self‑motivation.
• Ability to prioritize assignments and focus on critical tasks.
• Ability to work independently and collaboratively as part of a team.
• Ability to use sound judgment and make decisions appropriate to the role.
• Ability to perform research from a variety of outside sources with minimal guidance.
• Demonstrates initiative, collaboration, and a proactive approach to problem solving.
• Shows interest in developing processes and workflows that better support the team and projects.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Familiarity with, or willingness to learn, tools such as Slack, Box, Airtable, Concur, Asana, SharePoint, and Google Docs.
• Exposure to budget tracking and analysis tools such as Power BI or Tableau is helpful.
• Familiarity with ERP systems such as Epicor or SAP is helpful.
• Familiarity with CRM systems such as Salesforce is helpful.
• Willingness to travel domestically and internationally as required.
• Flexibility to work non‑traditional hours, including nights and weekends, as required.

The company is committed to providing reasonable accommodation for individuals with physical limitations or disabilities. If there are specific physical needs related to lifting, walking, or any other task, candidates are encouraged to discuss their requirements during the hiring process. The organization will make every effort to accommodate these needs to ensure equal opportunities for all employees.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.