Project Coordinator Job Description Event Overview
Leonardslee Lights is an immersive performance which unfolds across the gardens. Each moment forms part of staged scenes brought to life through light, sound and live performance. It takes place at Leonardslee Lakes and Gardens between Friday 27th November and Wednesday 30th December 2026 and welcomes around 3,000 guests per event day.
Role Overview
We are looking for a highly organised, proactive and hands-on freelance Project Coordinator to support the planning and delivery of Leonardslee Lights 2026. Pre-event the role will cover recruitment and staffing administration, supplier onboarding, project research and procurement. On-site responsibilities include supervising temporary event staff, collating event data and assisting with the smooth running of the show.
Key ResponsibilitiesPre-Event Responsibilities Staffing & Recruitment
- Manage staff applications throughout the recruitment process.
- Review applications and coordinate candidate shortlisting.
- Arrange and manage interviews, ensuring candidates receive timely communication.
- Maintain accurate staffing records and support the wider team with recruitment administration.
- Produce on site briefing cards and staffing pack.
- Assist with staff scheduling and general staffing coordination as required.
Supplier Onboarding & Procurement
- Update relevant tracking columns to ensure supplier status can be monitored effectively.
- Chase any outstanding items from suppliers such as documentation, onboarding forms and overdue invoices.
- Place and coordinate consumables orders.
Onsite Responsibilities Staff Supervision
- Manage any changes to the temporary staff rota, ensuring all changes are logged in the staffing master.
- Collect and check staff timesheets, ensuring hours worked are accurately recorded.
- Act as the first port of call for temporary staff's welfare.
Event Reporting
- Record daily trader sales reports and voucher takings.
- Compile daily show reports and provide accurate information to the management team.
- Flag any discrepancies, issues or missing information to the relevant member of the event management team.
Key Skills & Experience
- Excellent organisational and administrative skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple tasks and simultaneously.
- Confident in communicating with staff, suppliers, traders and event management.
- Good spreadsheet and data-management skills.
- Comfortable working independently and taking initiative.
- Previous experience in events, hospitality, operations, recruitment or administration would be advantageous.
- Ability to remain calm, organised and solution-focused in a busy onsite environment.
Working Environment
This is a hands-on role that will involve both pre-event planning and onsite event delivery. The successful candidate will play an important role in ensuring staffing, suppliers, purchasing and daily event reporting run smoothly and efficiently throughout the winter event. Pre-event days can be completed remotely, all build, break and event days take place on site at Leonardslee Lights.
Contract Dates & FeePre-Event Dates - 12 days
12 days between Monday 21st September and Wednesday 25th November. Please note, this could include some on site days during the build from Sunday 15th November.
On-Site Dates - 24 days
- Event Staff Training: Thursday 26th November
- Event Days:
- Friday 27th - Sunday 29th November
- Friday 4th - Sunday 6th December
- Thursday 10th - Sunday 13th December
- Wednesday 16th - Thursday 24th December
- Sunday 27th - Wednesday 30th December
- Dark Days (no event):
- Monday 30th November - Thursday 3rd December
- Monday 7th - Wednesday 9th December
- Monday 14th - Tuesday 15th December
- Friday 25th - Saturday 26th December
Fee
£6,000 paid in 4 installments of £1,500 at the end of each month by the date listed below*:
- Friday 30th October 2026
- Friday 27th November 2026
- Friday 18th December 2026
- Friday 22nd January 2027
*provided invoices are submitted within 10 working days of the payment date.
Application Process
All job applications must be submitted via the application form no later than Friday, 11th September 2026. Please message via Indeed to be sent the application form.
We will reach out to shortlisted applicants for an interview, which will take place remotely the week commencing 14th September.
The successful applicant will start work the week commencing 21st September.
We look forward to reading your applications.
Pay: £6,000.00 per year
Benefits:
- Casual dress
- Discounted or free food
- Free parking
- On-site parking
- Work from home
Work Location: Hybrid remote in Lower Beeding
