Service Coordinator

Welcome  

Thank you for your interest in Charcoalblue. 

Charcoalblue have been appointed by a long-standing international client to provide specialist Audio Visual (AV) project management services for their Events and Experience spaces.  This involves collaborating with the client’s designers, wider architectural project teams and AV integrators delivering world leading spaces.  

We are seeking a Service Coordinator to join our team at Charcoalblue Experience. Full details of the role can be found below.

To apply please complete the online application form and submit a short CV and a covering letter addressing the questions below:

1. Why do you consider yourself to be a suitable person for the post and what you would like from the job?

2. Which of your previous experience would you highlight as being particularly relevant?

3. Describe your experience of working with, and developing administrative processes, particularly focusing on tracking, and presenting progress on projects.

4. Describe your experience and competency coordinating complex tasks. Please specifically highlight time management techniques employed by you, and any examples of contributing to team collaboration.

5. Please highlight the elements of the role requirement where you feel you have the least experience.

We look forward to receiving your application by 5pm EST on Monday 31st January 2022.  We will only accept applications via our online system. 

Interviews will be held in early February 2022 - time and date will be confirmed for short-listed candidates.  

Company Overview

Charcoalblue was established in the heart of the UK theatre industry in 2004. Since then, we have carved out a reputation as the world's leading integrated Theatre, Acoustic and Experience Consultancy service. We now operate as a cohesive and collaborative team across six international studios in the UK, USA, and Australia, delivering projects to every corner of the globe.

Theatre consultancy, acoustics, project management and digital design runs in our blood and nearly all our team have at some point worked within the industries we now design for.

We provide a full spectrum of consultancy services from strategic analysis and creative concept generation through to detailed design and full project leadership. Simultaneously, we have the expertise to integrate world-class acoustic, technical, and digital design solutions from the outset.

Charcoalblue Experience (CBX) is a dedicated business unit within the Charcoalblue group that applies our expertise gained from working with globally renowned cultural organisations to the workplace, sports, exhibition, and events markets.

Working with world leading companies, Charcoalblue Experience works with any business looking to create spaces for collaboration and storytelling that wants to deliver an enhanced experience for staff, visitors, guests, and spectators. Projects include hybrid workplaces, one-off event spaces, sports facilities, broadcast studios, conference centres, and ecosystems across entire buildings and campuses.

Our CBX team includes specialist Project Managers, Design Managers, Research & Development (R&D) Consultants, Technical Drawing and Standards Consultants, Producers, and Administrators and they often work closely with single clients and are fully embedded into their workflow and teams.

E: [email protected]

W: www.cbx.charcoalblue.com

Note - this role will be distributed, until COVID-19 restrictions are removed and it will then be based at the client offices in Manhattan.

Equality & Diversity Policy Overview

Charcoalblue is an equal opportunities employer, actively working towards becoming an inclusive organization. We work consistently to ensure elimination of unfair and discriminatory practices within the Partnership and encourage full contribution from its diverse community.

Our mission is to manifest an inclusive ethos by creating a diverse and inclusive working environment across our practice. Recruitment opportunities are open to all, but we are particularly keen to hear from ethnically diverse and disabled candidates, as these groups are currently underrepresented within our teams.

If you require this application in a different format or need support during the application process, please contact Kabir Naidoo via email [email protected] or Lindsay Ricketts via telephone (212-645-0790). Equally, please contact Kabir if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

The Partnership aims to provide a service that does not discriminate against its clients and customers and works to ensure all can access the services and goods supplied by the Partnership.

The Partnership believes that all employees and clients are entitled to be treated with respect and dignity.

Brief Description of Role

The Service Coordinator role will be pivotal in supporting our Charcoalblue Experience team day to day. You will quickly become involved at all levels of delivery, supporting the project management and wider delivery team in creating, developing, and executing new and existing service development processes, administration and service level support and documentation. You will play a key part in ensuring that the high quality of our client facing service is maintained and improved as the team work to deliver these world-leading complex projects.

The role is multi-faceted with focus not only on service enhancements, but also, team connectivity and cross service and cross organizational communications. You will provide a key interface between the CBX business unit and Charcoalblue’s group functions, including liaising closely with the CBX Senior Coordinator and Charcoalblue business support team, who support on the HR, Training & Development (T&D) and administrative side.

This role will suit someone who has between three and five years’ experience working in an administrative or project support role in one or more of our listed industries (please see under ‘Key Skills Required’). 

Key Responsibilities

  • Coordinate administrative processes and propose improvements where required.
  • Develop, maintain, and continue to improve a project management tool kit including presentation material, templates, and documents as required for successful delivery of the service.
  • Take ownership of the CBX eXi (Experience Integrations) Project Handbook and develop a process to build this in collaboration with the team.
  • Develop and own an efficient filing system dedicated to the CBX eXi service.
  • Coordinate team meetings, prepare meeting agendas, document meeting minutes, monitor completion of agreed action items, and service plan tasks as required.
  • Maintain regular reporting at a service and project level, by working with the senior team to identify initiative priorities, developing and owning the spreadsheet tracker, maintaining progress reports, updating seniors at the bi-weekly meeting, and curating the team meetings.
  • Coordinate preparation and schedules for client-facing Quarterly Business Reviews.
  • Represent Charcoalblue and our service through excellent communication and collaboration with the client.
  • Support our wider services by acting as liaison between teams through cross-service communication and collaboration. 
  • Work as part of a dedicated Charcoalblue team for this service, sharing knowledge and information freely to help the service grow and become successful across all regions and territories.
  • Carry out other reasonable tasks as directed by the leadership or project management team to ensure the successful development of the CBX service.
  • Liaise with the senior team and CBX Senior Service Coordinator to ensure a ‘joined up’ approach to team development from a ‘service’ and personal/professional development perspective. 
  • Support coordination and logistics of team travel as required and maintain a roster of preferred travel accommodations globally.
  • Organize and facilitate weekly topics-based Project Management forum discussions and presentations.
  • Deputize for the Senior Service Coordinator when required.
  • Cover the work of Coordinators within other teams as required.

This list is not intended to be exhaustive and may be subject to alteration and evolve over time as we develop the service.

Qualifications and Key Skills

Essential

We are open to receiving applications from candidates with a varied range of experience and education. If you meet most of the qualifications below, we encourage you to apply.

Qualifications

Three to five years’ minimum relevant work experience within the construction, AV, theatre, or event industries or a relevant qualification/Degree.

Key Skills

  • Skilled in the visual, written, and verbal communication of service issues with capability to think outside the box and bring creative, non-standard, and innovative solutions to the table.
  • Strong computer skills, including competent use of Microsoft Office/G suite tools.
  • Ability to work within tight deadlines and handle multiple priorities simultaneously.
  • Proven self-management skills and an ability to work autonomously and without supervision. 
  • Proactive self-starter with an understanding of what’s required in order to achieve a productive outcome in time-pressured situations.
  • Ability to work in a collaborative and fast-paced environment with a great degree of self-motivation and initiative.
  • Detail oriented with ability to manage multiple tasks simultaneously.
  • Ability to recognize where service level improvements can be proposed, developed, and actioned.
  • Ability to understand technical subjects, emerging AV, and lighting technologies and their relevance to the marketplace.
  • Must have a creative attitude towards problem-solving, possess analytical skills, be quick-thinking under pressure, and demonstrate mature business judgment.

Desirable

  • Experience with project management application tools, such as Slack, Asana, Gannt Charts, Workfront, Smart Sheets and similar, is highly desirable. 
  • Experience within real estate projects and/or large theatre/event installations would be advantageous. 
  • An understanding of construction terminology and building systems and overall project sequence/timing preferred.

Interpersonal Skills

  • Ability to work in a collaborative and fast-paced environment with a high degree of self-motivation and initiative.
  • Ability to easily manage multiple projects simultaneously.
  • Detail oriented with ability to think, plan, and execute on multiple projects in different phases simultaneously with little direct supervision.
  • Ability to work calmly and effectively under pressure.
  • Flexibility and adaptability to changing business needs.
  • Ability to build relationships with colleagues, clients, vendors, stakeholders, and management.

Working hours

The role is being offered on an 'at will', exempt basis at 40 hours per week.

As an international organisation, the needs of the business are as such that this role requires a flexibility in working hours (which can be variable from week to week) to facilitate project demands and maintain support across our global entities’ varying time-zones.

Working hours patterns will be agreed with your line manager to suit your personal circumstances and the current project workload.

The role is subject to a three-month probationary period.

Location

We are currently working in a distributed model (remote working), so you will work mostly from your home or other place of your choosing. Once COVID restrictions are lifted, you will be based at the client's office.

Travel within the US (and occasionally international) for projects and/or team building will be required occasionally, with notice.

Salary

Please state your salary expectations in your covering letter in line with your experience.

Annual Leave

Based on a 40-hour working week, you will receive 15 days’ paid holiday per year, plus Federal and some local Public Holidays, plus some additional discretionary paid days between Christmas and New Year.

Additional Benefits

  • To support you in successful remote/distributed working, you will receive a laptop and any other associated IT peripherals required for the role.
  • You will receive contributions towards your home internet and utilities to enable you to work productively and comfortably.
  • Following 60 days of employment, you will be eligible to join our 401K scheme (employee contributions only). There is an employers' contribution of 5% of annual gross salary following 2 years' successful employment.
  • Following 60 days of employment, you will be eligible to join our company healthcare scheme for the duration of your contract.
  • Following 60 days of employment, you will be eligible for life assurance cover, Short Term Disability and you may take advantage of joining our FSA/Dependents’ Care schemes.
  • Following completion of your 3-month probationary period, you will receive two free theatre/live performance tickets per month in line with our Expenses Policy.
  • Charcoalblue operates a bonus scheme which you will benefit from following successful completion of a three-month probationary period. Please note that this is subject to the Partnership’s performance year on year, is not guaranteed and is paid pro-rata where applicable.
  • You will receive regular check-ins with your line manager to enable you to succeed in the role.

Start Date

January 2022