How you'll role

The Coordination Assistant supports the agency by ensuring seamless day-to-day operations both in the office and on-site during events, wherever possible. This role manages logistical aspects such as supplies, catering, accreditation, and production resources, while providing crucial support to the operations and production teams. The Coordination Assistant maintains an organized, professional, and efficient environment, enabling the wider team to focus on delivering exceptional client experiences.

What you'll do

Office & Facilities Management

• Maintain supplies, stationery, and equipment to ensure the office environment is tidy, professional, and fully functional

• Coordinate repairs, cleaning, and supplier services for the office

• Arrange bookings for flights, accommodation, and car rentals for the team as needed

Production Resource & Inventory Management

• Manage the Production Box, including tools, branding items, stationery, and event-specific kits

• Oversee storage inventory, ensuring stock levels are accurate and replenished as needed

• Ensure organization and check-in/out processes for production resources to be maintained

​Event Office & On-Site Support

• Set up and manage the event production office, ensuring all equipment and materials are in place before and during events

• Assist in managing the on-site office, ensuring a well-organized workspace supporting the crew and team

• Coordinate and track deliveries of supplies, equipment, and ad-hoc orders, ensuring timely receipt and distribution

• Support event crew with setting up accreditation, distributing passes, and managing credentials

• Coordinate meals, refreshments, and catering for staff and crew, tracking dietary restrictions and managing supplies

Communications & Logistics

• Manage the allocation, tracking, and return of radios for staff during events

• Assist with supplier communication and smaller logistics arrangements, ensuring smooth coordination across teams

• Support project leads and the operations team with ad-hoc administrative, reporting, and scheduling tasks

Financial & Administrative Support

• Manage petty cash, ensuring accurate tracking, reconciliation, and reporting of expenses

• Maintain financial records related to on-site transactions and event expenses

• Assist with documentation and record-keeping for post-event reporting

​People Management & Customer Support

• Provide support to the event crew, resolving issues and managing requests professionally and efficiently

• Lead or support the coordination of event office staff, ensuring tasks are completed on time

• Maintain a calm, professional demeanor, especially during high-pressure situations or last-minute changes