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 organizations 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. Project’s include hybrid workplaces, one-off event spaces, sports facilities, broadcast studios, conference centers, 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 a project coordinator, you will work with our internal team to manage internal and external communication strategies and infrastructure for Charcoalblue projects within one of our service lines. 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.

You will quickly become involved at all levels of delivery, supporting the design management team 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 assuring that the high quality of our client facing service is maintained and improved as the team works to deliver these world-leading complex projects. The role is multi-faceted with focus not only on service enhancements, but driving communication, collaboration, and connectivity within the service team and across the broader CBX organization.

You will liaise closely with the CBX Senior Coordinator and Charcoalblue business support team in supporting the broader CBX team. This role will suit someone who has a minimum of 2 years of professional project coordination, support, or management experience within fields related to construction trades, arts management, architecture, design, entertainment technology, or business administration. 

Key Responsibilities

  • Support the Design Management team on projects, process development, and communications with clients and with internal CBX Teams.
  • Coordinate meetings, prepare agendas, take and distribute notes, and monitor completion of action items.
  • Develop, maintain, and continue to improve the design management toolkit, including presentation materials, templates, and organizational systems for successful delivery of the service.
  • Develop and own an effective cloud filing system dedicated to the CBX event space design service.
  • Work as part of a dedicated coordination team, sharing knowledge and information freely to help grow the service and increase success across all regions.
  • Carry out other reasonable tasks, as directed, to ensure the successful project delivery and service development.
  • Support coordination and logistics of project travel, as required.
  • Organize and facilitate weekly topics-based Design Management forum discussions and presentations.
  • Provide necessary coverage across the coordination team when required.
  • Represent Charcoalblue and our service through excellent communication and collaboration with the client.

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

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:

  • Minimum 2 years of professional project coordination, support, or management experience within construction, arts management, architecture, design, entertainment technology, or related field.

Key Skills

  • Excellent communication abilities across business, creative, and technical disciplines.
  • Strong computer skills, including competent use of Microsoft Office and G suite tools.
  • Skilled in the visual, written, and verbal communication of service issues with capability to think outside the box and bring innovative solutions to the table.
  • Ability to recognize where service level improvements can be proposed, developed, and actioned.
  • 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.
  • Further 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.
  • Excellent verbal and written communication skills.
  • Experience coordinating complex schedules across multiple, highly interdependent divisions of work.
  • Ability to understand technical subjects, emerging AV, and lighting technologies and their relevance to the marketplace.

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.

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 load

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

Location

We are currently working in a distributed hybrid model, meaning you will work from your home or other place of your choosing, in combination with the client's office in New York City, subject to local and federal health and safety guidelines. You will be expected to be on site, as required. Travel within the US and occasional travel internationally for projects and/or team building as required, with notice.

Salary

The salary range for this role is $50,000 - $70,000 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.

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, and some additional discretionary days between Christmas and New Years.

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 broadband 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).
  • 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 three-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 and is not guaranteed.
  • You will receive regular check-ins with your line manager to enable you to succeed in the role.

Start Date

July 2022

Equity & 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] or Dara Tauss via telephone (212-645-0790). 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.