Project Coordinator

Company Overview

Charcoalblue is widely regarded as the most exciting and innovative theatre, acoustics, and experience consultancy in the world. We specialize in the performing arts, live entertainment, media, technology, education, experiential, hospitality, workplace, and cultural sectors. We imagine, design, and deliver captivating spaces that entertain, educate, and transform individuals through collective experiences. Guided by listening, collaboration, and a passion for innovation, excellence, emotion, and theatricality, we strive to create extraordinary moments. Since our inception in the UK in 2004, Charcoalblue is now the largest organization of its kind, delivering projects to every corner of the globe. We operate as a cohesive and collaborative team with studios in London and Bristol in the UK, New York, Chicago, and San Francisco in the US, and Melbourne in Australia.

Charcoalblue Experience is a dedicated team within Charcoalblue that provides project management, design management, experience design and owner representation to businesses and organizations that want to create an unforgettable guest experience and make an impact for their teams, visitors and industry worldwide. A trusted advisor, we have built our reputation by employing a strategic and collaborative approach, leveraging the depth of our experienced, in-house technical expertise to support our clients. Our work starts right from the outset of project inception, continues through planning and design, construction, and all the way through to delivering the final spectacle within projects, leaving a lasting impression on all those who experience it.

E: [email protected]

W: www.cbx.charcoalblue.com

To apply, please complete the online application form and submit a short cover letter (1 page max).

We look forward to receiving your application. We will only accept applications via our online system.

Interviews will either be held remotely (via Microsoft Teams) in September 2025 - the time, date and location will be confirmed for shortlisted candidates.

Description of Role

As the Project Coordinator, you will be critical in supporting the delivery of specialist experiential and construction project management services for world-leading complex projects. You will quickly become involved at all levels of project delivery, supporting the project management and coordination teams in creating, developing, and executing new and existing service development processes. The role is multifaceted, with a focus on project support, service enhancements, team connectivity, and cross-organizational communications.

This role will suit someone detail-oriented, a self-starter, able to break down complex activities into their components and requirements, and resourceful in seeking information.

Key Responsibilities

• Support the Global project team on projects as assigned, including, but not limited to, maintaining communication with project stakeholders, setting up initial project materials, collating and distributing reports, updating dashboards, onboarding new vendors, and other project administration.
• Coordinate meetings, prepare agendas, take and distribute notes, and monitor completion of action items.
• Assist Project Managers in preparing, formatting, monitoring, and controlling project schedules, budgets, and resource allocations.
• Complete administrative functions in a wide variety of project and construction management software platforms, including but not limited to Smartsheet, Holobuilder, and Aconnex.
• Perform structured quality Checks (QC) inspect assets and project assets and prepare quantitative reports on KPIs related to project asset compliance with a dictated process.
• Assist in gathering and synthesizing information across multiple platforms and preparing reports as directed by Project Management (PM) leadership.
• Maintain the centralized project document management repository, ensuring all documentation is accurate, current, and accessible.
• Maintain, and continue to improve the project management toolkit, including presentation material, project templates, and organizational systems as required for successful delivery of the service.
• Work as part of a dedicated coordination team, sharing knowledge and information freely to help the service grow and become successful across all regions.
• Carry out other reasonable tasks, as directed by CBX leadership or the project management team, to ensure successful project delivery and service development.
• Support coordination and logistics of project travel, as required.
• Provide necessary coverage across the global 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 & 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.

Essential

• Minimum three (3) years of experience providing coordination support for project team(s) in the construction, AV, theater, event industries, or other related fields.

Key Skills

• Skilled in visual, written, and verbal communication of service issues with the capability to think outside the box and bring innovative solutions to the table.
• Strong computer skills, including competent use of core Microsoft and Google suite applications.
• Proven success in driving efficiency by proactively contributing to the streamlining of organizational systems, tools, or templates.
• Ability to work within tight deadlines and handle multiple priorities simultaneously.
• Detail-oriented with ability to prioritize and independently execute work activities across a wide range of projects.
• Must have a creative attitude towards problem-solving, possess analytical skills.
• Ability to work in a collaborative and fast-paced environment with a high degree of self-motivation and initiative.
• Able to work calmly and effectively under pressure.
• Flexibility and adaptability to changing business needs.
• Ability to build relationships with colleagues and management.

Desirable

• Experience with project management application tools such as Aconex, ProCore, Primavera P6, MS Project, Smartsheet, or similar software is a plus.
• Experience with data visualization tools such as Power BI, Tableau, Looker Studio, or similar software is a plus.
• Experience within real estate projects and/or large theatre or event installations.
• An understanding of construction terminology, building systems, and overall project sequence/timing.
• Knowledge of ISO project standards or project controls frameworks.
• Experience documenting processes, workflows, and standard operating procedures to ensure clarity, consistency, and knowledge sharing across teams.

Working hours

This role is being offered as a full-time permanent position at forty (40) hours per week.

Our standard full-time working week is forty (40) hours, flexible between 8 am and 8 pm 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 companys global time zones. Charcoalblue does not provide for the payment of overtime. The nature of the job and the Partnerships business could occasionally entail some work outside normal working hours.

There is a three (3) month probationary period for permanent roles.

We are currently working in a hybrid working 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). Additionally, some site visits and project meetings may be in person, as required. This position requires travel for more than 50% of your working time on average, representing the company at global conferences and events.

We will provide you with the necessary IT hardware and software to enable you to carry out your role successfully in line with your duties.

Please note, the successful applicant must be based in the UK to effectively meet the current needs of our work and local team.

Salary

The salary range for this role is £28,050 - £39,270 per year, based on a forty (40) hour working week.

Our standard full-time working week is forty (40) hours, flexible between 8 am and 8 pm 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 companys global time zones. Charcoalblue does not provide for the payment of overtime. The nature of the job and the Partnerships business could occasionally entail some work outside normal working hours.

There is a three (3) month probationary period for permanent roles.

We are currently working in a hybrid working 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). Additionally, some site visits and project meetings may be in person, as required. This position requires travel for more than 50% of your working time on average, representing the company at global conferences and events.

We will provide you with the necessary IT hardware and software to enable you to carry out your role successfully in line with your duties.

Please note, 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.

Annual Leave

Take-What-You-Need (TWYN) Leave Policy: You will receive twenty (20) days annual leave minimum per annum (prorated in the first year and also prorated in a part-time position), plus statutory Bank Holidays.

With prior arrangement, there is an opportunity for employees to benefit from additional paid leave days over their statutory holiday/annual leave allowance.

We traditionally close our studios between Christmas and New Years Day, resulting in an additional average 4-5 holiday days per annum.