Project Coordinator

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, acoustic, project management and digital design runs in our blood and each one of us has at some point worked within the industry 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

Brief Description of Role

As the project coordinator, you will work with our internal team to manage internal and external communication strategies and infrastructure for Charcoalblue projects. You should understand nuanced details, be able to break down big projects into their components and requirements, ask smart questions, be resourceful in seeking information, and be a self-starter.

Key Responsibilities

  • Prepare meeting agendas, schedule meetings, and take and distribute notes across meetings with a wide variety of internal and external stakeholders.
  • Create project schedules, task lists, and feature lists; assign action items, and follow up regularly on tasks with individual stakeholders or vendors.
  • Provide regular written or verbal reports on the status of projects or project tasks as assigned, using products like Google Docs, Slides, or Sheets.
  • Conduct research on potential vendor firms, competitor experiences, or interactives as assigned.
  • Develop a deep understanding of the processes used in architectural design, construction projects, lighting and sound design, interactive media, and software development, and use this knowledge to inform your project management work.
  • Review deliverables (written, visual, and technical) and provide detailed feedback, including copy editing, notes about consistency of visual design or implementation, and bug reports.
  • Identify the need for new or revised processes and create or update them as needed.
  • Travel as needed for project meetings and installations.
  • Design Direction and Production of projects with a team of creative, technical and business stakeholders.
  • Gather business requirements, translate requirements into creative vision, advise on interactive exhibit options, and assess the effectiveness of technology interactions.
  • Partner with internal facilities and real estate teams as well as external design vendors to craft extensive design documents for in-field construction.
  • Drive integration of multiple workstreams (creative, business, tech, construction, facilities), including schedule, budget, resourcing, and risk mitigation.
  • Partner with cross-functional stakeholders and vendors to develop and execute work plans.

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

Qualifications and Key Skills

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

  • Minimum 2 years of professional project coordination or management experience in theater (stage management or technical direction), themed entertainment design, museum exhibit design, interactive software, architecture and construction, scenic design, AV design, event coordination, office management, or related field.
  • Or, in lieu of professional work experience, a master’s degree in theater, arts management, architecture, design, entertainment technology, or business administration.
  • Excellent communication abilities across business, creative, and technical disciplines.
  • Fluency using Google Docs, Slides, Sheets, and Drive.
  • Ability to travel and work internationally.

Key Skills

  • Skilled at prioritizing and executing work plans and tasks efficiently.
  • Ability to juggle various projects and deadlines simultaneously.
  • High attention to detail.

Desirable

  • Visual art/design and written communication skills.
  • Experience coordinating complex schedules across multiple, highly interdependent divisions of work.
  • Experience working with external vendor teams.
  • Experience with a broad range of Google products and technologies.

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.
  • Able 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.

Employment Details

Our standard full-time working week is 40 hours (flexible between 8am and 8pm Monday-Friday), plus an hour per day (unpaid) for lunch, with an understanding that flexible working hours will apply to meet our clients’ needs and to accommodate the company’s global time zones. Charcoalblue does not provide for the payment of overtime. The nature of the job and the Partnership’s business could occasionally entail some work outside normal working hours.

There is a three-month probationary period for permanent roles.

We are currently working in a distributed (remote) model, meaning you will work from your home (or other place of your choosing) with regular working hours at one of our UK studios (London or Bristol) and/or client offices. Additionally, some site visits and project meetings may be in person, as required. We will provide you with the necessary IT hardware and software to enable to you to carry out your role successfully in line with your duties.

Please note, although the role is distributed, the successful applicant must be based in the UK to effectively meet the current needs of our work and local team, and you should be able and willing to travel to external meetings and our UK studios as required, with notice.

Annual leave entitlement: 20 days minimum per annum, plus statutory public holidays. Some national and international travel may be required occasionally, so you must be able to travel as required, with notice.

Employee Benefits

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 and is not guaranteed.

Following successful completion of your probationary period, you will be eligible to participate in our company benefits package, including our pension auto-enrolment scheme, our annual bonus scheme and allocation of two theatre or other live event tickets per month. We offer this benefit to encourage you to immerse yourself in the theatre and arts industry as far as possible. We will also contribute to your home broadband and give you a monthly contribution towards your home utilities to enable you to work from home effectively in line with our distributed working model. Other benefits are accumulative as you progress with the company.

Following successful completion of your second year, you will be eligible to join our Private Health Insurance plan, in line with our company policy.

Salary

The salary range for this role is £25,000 - £36,000 per year.

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

Charcoalblue intends to offer the selected candidate base pay within this range, dependent on job-related, non-discriminatory factors such as experience. Base pay is one part of the total rewards that Charcoalblue provides to compensate and recognize employees for their work. Charcoalblue provides a robust benefits package to help support you physically, financially, and emotionally through the big milestones and in your everyday life. Please visit our careers page for more details.

Start Date

As soon as possible

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 company 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 Jake Katz via email [email protected]. Equally, please contact Jake if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

Charcoalblue 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 company. We believe that all employees and clients are entitled to be treated with respect and dignity.