Our Company
OrangeDoor, an Unbridled company, is an award-winning events and experience agency that enables brands to create meaningful impact and growth through events. We work globally with some of the world’s most respected, innovative and successful organisations, helping changemakers inspire and influence, brands grow their businesses, and leaders transform industries. Our work spans strategic events, exhibitions and experiential marketing campaigns delivered across international markets.

Job Purpose

The Event Project Coordinator is responsible for supporting the delivery of high-quality event and exhibition projects, ensuring strong organisation, accuracy and follow-through at every stage of the process.

This is a core delivery support role within the Events & Exhibitions team. Working closely with Senior Event Managers and Event Managers, you will help coordinate the operational, administrative and logistical elements of live projects, ensuring timelines are maintained and details are executed correctly.

Success in this role comes from discipline, reliability and attention to detail. You will manage project documentation, support supplier coordination, assist with budget tracking, and help ensure that all planning tools and folders are kept accurate and up to date.


Key Responsibilities

Client Management

• Collaborate with clients under the supervision of the project lead to understand their needs, preferences and their expectations for events
• Have the ability to develop rapport, trust, and credibility with clients through positive interactions and excellent service delivery
• Prioritise client needs to go above and beyond to exceed their expectations
•  Have the ability to problem-solve, quickly addressing any issues or concerns that arise during event planning and execution to ensure client satisfaction
•  Negotiate pricing and terms with preferred suppliers to secure favourable deals while maintaining positive relationships
• Have the ability to adapt and be able to tailor their approach to meet the needs of each client and build strong, customised project experiences

• Have a clear understanding of the project scope and requirements on all allocated events
• Support with detailed timelines and schedules for each project, identifying critical milestones and deadlines to ensure that all tasks are completed on time and within budget
• Ensure that all planning tools, documents and folders are effectively managed
• Have a good understanding of tracking expenses and identifying cost-saving opportunities
• Supporting the Project lead/s to ensure that events are delivered within budget constraints while maintaining quality and meeting client expectations
• Coordinate with preferred suppliers and partners to secure necessary goods and services for events. This involves negotiating contracts, managing supplier relationships and ensure products and services are delivered within agreed timelines
• Supporting the project leader with the coordination of event logistics, build, health & safety, risk assessment, venue selection, transportation, catering, audiovisual equipment, and accommodations
• Support with event setup, event end to end co-ordination, ensuring all elements are executed according to event plans and meet quality standards
• Ensure that all administration tasks are performed diligently and within a timely manner
• Manage multiple client projects simultaneously while adhering to deadlines and timelines
• Prioritize tasks effectively and efficiently to ensure timely delivery of all event-related activities and deliverables

• Support project lead with event budget tasks such as, tracking expenses, negotiating contracts, and identifying cost-saving opportunities and commissions
• Ensure that all PO creation requests are accurately inputted into PROCIM within required timelines
• Creating and regularly updating payment schedules within the Project master to ensure there is an accurate up to date account of supplier payments for all financial check in meetings
• Maintain accurate and up-to-date financial records and documentation, including receipts, invoices, contracts, and financial reports
• Ensure that all transactions are logged, and financial documentation is saved within project folders to ensure smooth reconciliation at the end of each month

• Effectively prioritise tasks, meet deadlines, and ensure that all client requirements are addressed in a timely manner.
• Ensure there is meticulous approach to work with no details being overlooked
• Ensure that there is continued attendance and presence at various industry trade shows, events,
  FAM trips and that all attendance to industry events is documented and shared with the wider business
• All internal and external communications to be written in a professional format, tone and manner in line with OrangeDoor expectations
• Have a proactive approach to offering training and support to the wider team

• 3+ years’ experience in event management, exhibitions or experiential marketing
• Proven experience supporting end-to-end event delivery
• Strong organisational and project coordination skills
• Ability to manage multiple projects simultaneously
• Experience working with suppliers and managing logistics
• Confident client communication skills
• Experience supporting event budgets and financial tracking
• Strong administrative accuracy and attention to detail
• Competent in Microsoft Office (Excel essential)
•  Experience managing project folders, documentation and timelines
•  Comfortable tracking budgets and payment schedules

• Experience in B2B tech events
• Experience supporting exhibitions or international events
• Experience negotiating with suppliers
• Experience attending trade shows or FAM trips
• Exposure to health & safety documentation and risk assessments
• Experience using Procim or similar PO/financial systems

Additional Information

Salary: £33,000 per annum
Hours: 37.5 hours per week, with the flexibility of spreading those hours over 4 or 5 days (Wednesdays in the office)
Location: Bromley, Greater London (office-based / hybrid)
Important Note: Location near the Bromley office is required to support occasional urgent onsite needs outside of and within regular working hours

Applicants must have the right to work in the UK.

This role may require occasional international travel, therefore candidates must be able to obtain and maintain valid travel documentation where required.

Our Commitment to Inclusion
At OrangeDoor and Unbridled, we believe diverse teams create stronger ideas and better outcomes.
We welcome applications from people of all backgrounds and are committed to creating a workplace where everyone feels respected, supported and able to bring their full selves to work.

If you require reasonable adjustments during the recruitment process, please contact: [email protected]