Project Coordinator

Building A Brand Starts With Our Story

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.

FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture.

Learn more at www.firstagency.com

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today.

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported.
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

Location: Jersey City, NJ (in office)

What You Would Get To Do:

The Project Coordinator will assume a key role within the organization by leading and motivating colleagues in a way that enhances working relationships and encapsulates FIRST values and our client's brand. The individual will ensure the project team delivers consistently exceptional service to our clients through excellent project management and delivers world-class events that exceed client expectations. Along with other FIRST team members, the Event Management Team Lead will represent the FIRST Solutions brand on-site within a well-known tech company. This position is ideal for a corporate event planning professional with prior experience managing and motivating team members.

Your Contributions

• Responsible for supporting the planning and execution of virtual, in-person and hybrid events and conferences as assigned
• Support events and conferences from creative concept and development through initial briefing to reconciliation including but not limited to budget management, site selection, hotel/venue management, registration management, transportation, food & beverage, décor, staffing, name badge coordination, collation of materials and shipping of event materials for in-person
• Negotiate space, rates, costs, concessions, and terms of contract agreements
• Review venue contracts and client addendums for accuracy and negotiate where applicable
• Develop and submit RFP's (Request for Proposals) via Cvent
• Responsible for budgeting and reconciliation of events
• Cultivate and maintain relationships with clients and suppliers
• Be knowledgeable and update the team on best practices, new suppliers, services and venues
• Negotiate and review supplier contracts and addendums for accuracy
• Be proactive with ideas and creative solutions
• Attend industry events as necessary
• On-site assistance at events as needed

Administrative

• Assist in reconciliation of commissions, if applicable
• Manage project tracker and organization of team folders
• Provide support for other team members as required

What We Are Looking For

Please be aware that we know experience does not always look like we describe it. If you believe you would be an excellent fit for this role, please apply - we would love to see how you could fit at First.

• 1 – 2 years of experience including entry-level venue sourcing, meeting planning, and supporting a team
• Bachelor's Degree required
• Proficient with Microsoft Office applications such as PowerPoint and Excel
• Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors, and suppliers
• Strong oral and written communication skills
• Creative problem solver, resourceful, and a team player
• Ability to manage multiple projects simultaneously, prioritize heavy workloads, and maintain attention to detail
• Calm and flexible approach to handling the pressure and stress of ever-changing demands
• Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
• Ambitious, proactive, and flexible when dealing with ever-changing situations
• Willing to travel when required
• Demonstrated ability to collaborate with colleagues at all levels
• Highly motivated, able to work independently, and exhibit a strong work ethic

PREFERRED QUALIFICATIONS:

• Good working knowledge of key domestic and international destinations (e.g. California (Los Angeles, San Francisco), New York, Chicago, London, Paris, etc.) including venues and suppliers – strong knowledge of California-based venues is preferred
• Familiarity with Cvent eRFP is preferred but not required
• Demonstrate client communication skills

ADMINISTRATION & GENERAL:

• Work intelligently and ensure that Managers are aware of problems or issues which negatively affect productivity
• Strict and accurate adherence to the company's time tracking policies and systems
• Work on ad hoc requests from clients as required
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings

United States Residents: The base pay for this position ranges from $52,000 to $75,000. This role is also eligible for an annual discretionary bonus.

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