Guardian Display is looking for an organised, proactive, and confident Project Coordinator to join our busy Project Management team.
This is a varied and fast-paced role supporting the successful delivery of exhibition stands, displays and event projects across the UK and internationally.
As a Project Coordinator, you will be responsible for managing your own allocated projects from initial handover through to installation and breakdown, while also supporting the wider Project Management team on larger or more complex projects.
You will act as an important link between our clients, Sales, Design, Production, Finance, and onsite teams, as well as external suppliers, venues and contractors. Your role will be to ensure projects are well organised, deadlines are met and everyone involved has the information they need to deliver each project successfully.
As our exhibitions and events take place across the UK and internationally, flexibility around event schedules is an important part of the role. Depending on the project, you may be required to travel to a venue to provide onsite support, including occasional international travel and overnight stays. For other projects, you may not need to attend in person but will be required to remain available and contactable outside of normal office hours to provide remote support to clients and our onsite teams. This can include evenings and weekends during key exhibition installation and breakdown periods.
This is an ideal opportunity for someone with strong organisational and communication skills who enjoys working in a busy environment, managing multiple deadlines, solving problems, and seeing a project progress from an initial brief through to the finished installation.
Key Responsibilities
Your responsibilities will include:
- Managing assigned exhibition and display projects from initial handover through to completion.
- Acting as a key point of contact for clients throughout the project, providing updates, gathering required information and ensuring deadlines and requirements are clearly communicated.
- Supporting the wider Project Management team with additional tasks across larger or more complex projects.
- Working alongside the Sales team to prepare and raise quotations for allocated exhibitions and projects.
- Assisting with project planning, timelines, schedules, deadlines and key milestones.
- Obtaining quotations from external suppliers where required and providing the relevant information to the Finance team for ordering.
- Liaising with suppliers, venues, exhibition organisers, contractors and other third parties regarding project requirements.
- Coordinating travel, accommodation, transport and onsite logistics where required.
- Preparing and maintaining accurate project documentation and job files.
- Creating and submitting RAMS (Risk Assessments and Method Statements), stand plans and other required venue or organiser documentation.
- Tracking and maintaining project schedules, actions and deadlines using Monday.com and internal project management systems.
- Monitoring client artwork deadlines and coordinating with our internal Studio and Production teams to ensure projects remain on schedule.
- Monitoring supplier and external contractor deadlines where applicable.
- Supporting exhibition builds, installations and breakdowns, either onsite or remotely, as required.
- Travelling to exhibition and event venues across the UK and internationally when onsite Project Management support is required.
- Providing out-of-hours project support during key build and breakdown periods, which may involve being available and contactable by phone or email to assist clients and onsite teams.
- Working flexibly around event schedules, including occasional evenings and weekends where required.
- Identifying potential risks, delays or issues and escalating these to the Senior Project Manager where required.
- Supporting the wider team with general project administration and ad hoc tasks during busy periods.
- Ensuring all project information is accurate, organised and kept up to date throughout the lifecycle of each job.
About You
You do not necessarily need extensive exhibition industry experience to succeed in this position. More importantly, we are looking for someone who is highly organised, proactive, comfortable working to deadlines and confident communicating with a wide variety of people.
You should:
- Have excellent organisational and time-management skills.
- Be comfortable managing multiple projects, tasks and deadlines simultaneously.
- Have strong written and verbal communication skills.
- Be confident communicating professionally with clients, suppliers and internal teams.
- Have excellent attention to detail and take pride in producing accurate work.
- Be proactive and able to identify what needs to be done rather than always waiting for instruction.
- Be able to prioritise your workload effectively in a fast-moving environment.
- Remain calm and solution-focused when priorities change or unexpected challenges arise.
- Be comfortable taking ownership of your allocated projects while recognising when an issue needs to be escalated.
- Enjoy working collaboratively as part of a wider team.
- Be confident using Microsoft Office, particularly Outlook, Word and Excel.
- Be comfortable learning new project management software and internal systems.
- Be willing and able to travel throughout the UK and internationally when required.
- Be comfortable with occasional overnight stays when attending events.
- Be comfortable providing occasional out-of-hours support during live project periods, including evenings and weekends.
- Understand that working within the exhibitions and events industry requires flexibility around fixed event deadlines and onsite schedules.
Previous experience within exhibitions, events, project coordination, print, signage, construction, interiors, or another deadline-driven project environment would be advantageous but is not essential for the right candidate.
What the Role Is Like
No two days are the same.
You could be speaking with a client about their upcoming exhibition in the morning, obtaining costs for an additional element of their stand, preparing venue documentation in the afternoon, and then checking artwork and logistics deadlines for another upcoming installation.
Our projects have fixed event dates, which means organisation, communication and forward planning are extremely important. There can also be last-minute changes and unexpected challenges, so you will need to be comfortable problem-solving and adapting your priorities when required.
While your usual office hours will be Monday to Friday, 9:00am–5:00pm, the nature of the exhibitions and events industry means that some flexibility is required around live projects. Exhibition installations and breakdowns frequently take place outside of standard office hours, including evenings and weekends. Depending on the project, you may be required to attend the venue and support the project onsite. This could involve travel within the UK or internationally and occasional overnight stays. For other projects, you may not need to attend the venue but will be expected to remain available and contactable during key build or breakdown periods should the onsite team or client require Project Management support.
You will have responsibility for your own allocated projects, but you will also have the support of an experienced Project Management team and work closely with our Sales, Design, Production, Finance and Build teams.
What We Offer
- A full-time, permanent position within a growing exhibition and display company.
- Training and support from an experienced Project Management team.
- The opportunity to manage your own projects and develop your project management experience.
- Exposure to a wide variety of clients, exhibitions and events across the UK and internationally.
- Opportunities to travel and gain onsite experience at a variety of exhibitions and events.
- The opportunity to see projects through from initial planning to the finished installation.
- Opportunities to develop and take on greater project responsibility as your experience grows.
- A collaborative working environment where you will work closely with multiple departments.
About Guardian Display
Guardian Display specialises in the design, production and installation of exhibition stands, event displays and branded environments.
We manage projects from initial concept and planning through to design, production, logistics, installation and breakdown, working with clients across a wide variety of industries.
We are looking for someone who wants to become an integral part of our Project Management team and build their career within the exhibitions and events industry.
To apply, please submit your CV along with a brief covering note explaining why you feel you would be a good fit for the Project Coordinator position.
Pay: From £30,000.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
Work Location: In person
