Project Coordinator

at  Tait Towers

THINKWELL, A TAIT COMPANY ARE A GLOBAL STRATEGY, EXPERIENCE DESIGN, AND PRODUCTION AGENCY SPECIALISING IN THE MASTER PLANNING, DESIGN, AND PRODUCTION OF WORLD-CLASS ENTERTAINMENT DESTINATIONS, MAJOR BRANDED AND INTELLECTUAL PROPERTY ATTRACTIONS, INTERACTIVE MEDIA INSTALLATIONS, EVENTS & SPECTACULARS, MUSEUMS & EXHIBITS, AND EXPOS AROUND THE WORLD.

For over 20 years, our multi-disciplinary teams have created compelling, immersive experiences for a diverse portfolio of clients. With nearly 2,000 projects completed in 28 countries around the world, Thinkwell has earned a reputation as experts in creating world-class experiences.
We’ve built a team of subject matter experts with extensive knowledge and expertise to help our clients create and bring to life innovative projects. Our award-winning projects and diverse clients around the world are supported by Thinkwell’s studio teams and offices in Los Angeles, Orlando, Montréal, and the UAE.

REQUIREMENTS:

• Demonstrated ability to take accurate and complete written meeting notes.
• Strong computer skills with the ability and desire to learn new technologies: Google Suite, Word, Excel, PowerPoint, Keynote, and/or InDesign.
• Proven communication and presentation skills written, verbal, and numerical. Including knowing when to ask for help or direction and initiating that communication.
• Ability to multitask in a creative open office environment.
• Detail-oriented, adaptable, and able to meet stringent deadlines with a “do what it takes” attitude.
• Ability to prioritize work assignments and focus on the most critical tasks or know when to ask what to prioritize.
• Ability to work independently and as a team player.
• Ability to use common sense and sound judgment to complete assignments in a timely manner.
• Must possess the ability to effectively perform research from a wide variety of outside sources with only minimal guidance.

QUALIFICATIONS:

• 1 – 3 years of general office experience
• 1 year of production experience in a similar industry

POSITION PURPOSE:

As a member of the Project Management Team, the Coordinator provides daily support to the Project Team. This is an entry-level position and is a fabulous opportunity to develop an understanding of how a project is delivered from concept through to delivery. Areas of responsibility and interaction include the production process, the complexity of internal team/client/vendor relationships, meeting and event set up and coordination including the meeting note process (taking, retaining, communicating), and various administrative tasks and duties. Considered the entry point into the Project Management career path, the individual will gain hands-on experience in an ever-growing and changing industry while being exposed to a variety of corporate clients.

RESPONSIBILITIES:

• Maintain calendars and production schedules.
• Maintain Project Google Drive, and project Slack channel.
• May include maintaining project/proposal files and production books. Coordinate the distribution of production and creative documentation related to assigned projects.
• File and archive documents as needed.
• Organise expense reports, produce purchase requisitions, and submit proper documentation as directed.
• Coordinate with internal resources (Designers, Tech, and Production) to ensure that all work is completed efficiently and on schedule.
• Ensure delivery and distribution of project-related documents, information, and materials as directed.
• Conduct project-related research.
• Participate in the overall office operation, including providing relief at the front desk, setting up/coordinating internal events for all employees, etc.
• Coordinate meetings - Schedule with internal and external resources and attendees., Implement and manage operational components of creative and production meetings as assigned.
• Set up/clean up food and beverage offerings for in-person meetings.
• Create/copy/distribute meeting materials.
• take complete and accurate notes during all meetings related to the assigned project(s), proofread and distribute those notes in a timely fashion, etc.
• Other duties and tasks as assigned.