Project Co-ordinator


Job Role: Project Co-ordinator
Company: XSEM
Location: Leeds
Salary: £20,000 (starting salary)
Job Type: Full time, permanent
To Apply: Please send CV and supporting evidence (matching you to the criteria) to Victoria Smith, Senior Project Manager - Email:
Closing Date:​ 31 January 2019

The Company: XSEM Ltd, 3 Park Court, Park Cross Street, Leeds, LS1 2QH
Reports to: Senior Project Manager 
Holidays: 22 days per annum plus Bank Holidays
Start Date: To be agreed

XSEM is a highly successful, reputable, forward thinking events agency working with and benefiting clients across vibrant and diverse global market sectors. We specialise in:
Incentives, Conferences & Exhibitions, Corporate Hospitality, Marketing, Design


  • A dynamic and growing company operating in a fun and productive environment
  • Brilliant, informal, hardworking and creative people
  • Dedicated to our clients
  • Passionate about what we do
  • Constantly evolving


  • Integrity
  • Service Excellence
  • Commitment
  • Creativity
  • Happiness

We are looking for an enthusiastic Project Co-Ordinator to join the team.


  • Oozing with initiative
  • Bursting with enthusiasm to learn
  • Great with people and developing relationships
  • Positive
  • Cool under pressure
  • Always striving for more


  • Working with our project managers you will be responsible for overseeing all aspects of the event management to ensure that projects are executed and delivered as creatively as possible.
  • You must be able to anticipate project needs, multitask, discern work priorities and meet deadlines with little supervision.
  • You should have a love for event management, provide outstanding customer service, be an enthusiastic professional and be able to build relationships with internal and external customers.


Event Planning and Production:

  • Main duties to include planning, organising, promoting, facilitating and coordinating different types of events
  • Working with the project managers gather information on each event to achieve the highest quality service for our clients
  • Creation of the registration websites using a software system
  • Monitor and coordinate the project timeline of each event
  • Maintain communication and effectively manage and coordinate with the client to ensure that their needs are effectively met
  • Propose innovative ideas to improve the event planning and implementation process
  • Working closely with suppliers to ensure we work seamlessly and you are able to negotiate rates
  • Assist with the project closure process post event

Event Administration:

  • Overall control and first point of contact for planning and administration of events
  • Management of event job files
  • Management of event delegate registration email inboxes
  • First response to all attendee queries and bookings for travel and accommodation
  • Assist with preparing budgets and provide periodic progress reports to Management Team for each event project
  • Keep track of event finances including invoicing and reporting
  • Prepare and modify event contracts as requested
  • Pre-event administration including creation and accurate maintenance of event plans, preparation of guest itineraries and distribution of tickets and guest information
  • Liaising with venues and suppliers
  • Attend client face-to-face planning meetings
  • Attend client planning meetings over the phone or Skype
  • Attend a variety of national events and meet clients face-to-face

This is not an exhaustive list and you will be required to complete further tasks and duties as events change.

Skills and Specifications required:

  • Possess excellent negotiation and communication skills written and verbal
  • Ability to manage multiple projects and work assignments
  • Ability to work well under pressure
  • Excellent interpersonal skills both in person and by telephone with high professionalism
  • Ability to accomplish tasks with little supervision
  • Be a team player and independent
  • Excellent strategic planning skills
  • Excellent attention to detail
  • Strong problem-solving skills
  • Excellent customer service ethic and high expectations for quality
  • Strong organizational skills and ability to work and meet tight deadlines
  • Exceptional motivational skills to do the job
  • Ability to make sound decisions fast and work in a high paced, high pressure environment
  • Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, and Outlook

You can also download the full job spec here: Project Coordinator Job Description

We look forward to receiving your applications!

About Company


Job Information

Status: Open No of vacancies: 1 Job type: Full Time Job level: Any Salary: £20,000 (starting salary)

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