Production Coordinator

About the IGNITE Program: The GPJ Ignite program is a paid, post-graduation opportunity, focussing on immersive, hands‑on experiences, with the possibility of conversion to full-time employment upon completion of the year‑long program based on role availability and individual performance. It is designed for ambitious, proactive talent who want to supercharge their start in the experience marketing industry, fast tracking their learning and development by diving head first into a curated opportunity for GPJ’s rising stars. This training program is an opportunity to explore the experiential marketing industry alongside your IGNITE peers while contributing to existing client projects, with mentoring provided by our experienced leaders. Working across various departments in the GPJ office in 3‑6 month rotations, you will be exposed to all aspects of bringing an event to life, including but not limited to, undertaking operational responsibilities such as preparation of key documentation, project close/reconciliation process, vendor quotes and selection, project‑related research, pitch presentations, creative brief responses, marketing and more. KEY RESPONSIBILITIES 1. Operational Delivery Prepare quality written documents, such as briefing documents, simple production documents and schedules, as well as meeting agendas and notes Keep all relevant parties updated on project status and issues Project manage internal and external requirements within timelines and budgets Anticipate potential issues and proactively respond with solutions Carry out venue searches and site visits Coordinate and manage onsite logistics including couriers, suppliers and vendors according to project requirements and run sheets Help ensure a plan is in place for capturing and collecting content for marketing from all live events, including photos, videos, and testimonials. 2. Creative Attend key meetings and provide input related to client needs and requirements Collaborate with project stakeholders – creative leaders, 2D design, digital, production, technical, and suppliers 3. Communication Be able to confidently explain project administration tasks, components of project proposals, deliverables and budgets using visual, written and presentation means to both internal and external stakeholders 4. Client Relationships Partner with the project leads to provide transparency on what is achievable in the delivery of projects, managing client expectations accordingly via project leads 5. New Business Development Support Support the team during pitch preparation by coordinating logistics, scheduling meetings and rehearsals, and ensuring all materials are ready as well as contributing towards Creative, Technical or Production elements of the brief such as sourcing 3rd party partners etc. Assist the Employee Experience Officers with the logistical organisation of our quarterly Experience Intelligence Live events. Conduct market research to identify industry events and competitor activities. Support with the creation and promotion of marketing activity 6. Finance Demonstrate an understanding of various project management software Obtain, review and respond to vendor quotes, with regular negotiations to drive value, profitability and efficiency Create and distribute Purchase Orders, obtaining relevant approvals as and if needed Understand and effectively support the budget reconciliation and invoicing processes Understand and take initial steps to address the impact of changes on the project budget and financial metrics, with guidance REQUIREMENTS Background, Skills & Experience An effective communicator who is honest, clear and constructive in all interactions A willingness to contribute to group discussion and problem‑solving, creative development, process improvement and maintaining a healthy, peaceful and harmonious professional culture and environment Computer knowledge in Google Workspace, relevant design and/or project management programs Empathetic, adaptable and demonstrates good organisational skills Demonstrates the ability to manage own workload, the ability to work to deadlines, and flag any concerns with meeting deadlines ahead of time A decisive mind and a process‑driven approach Excellent attention to detail and accuracy Understanding of the marketplace GPJ operates in About You You’re adaptable, able to work within ambiguity and unfazed by the unexpected (priorities and requirements can frequently change in an agency) You’re always willing to help other people within the agency and across departments You demonstrate a calm and positive attitude You’re curious and eager to learn about the industry, clients’ businesses, tech solutions etc. You’re solutions focused, a creative problem solver – presenting solutions to roadblocks to move forward You are persistent and patient – persistent to follow up with stakeholders and clients but demonstrating empathy in understanding agency and client partners’ workload. Showing patience when you experience ‘roadblocks’ You’re truly passionate about planning and delivering a best‑in‑class event You’re decisive with the ability to make several decisions at the same time and at pace You have a true passion for experiential events, and an enthusiasm to learn about integrated production, in depth and breadth ABOUT GPJ We are the agency ambitious brands turn to for their most important moments. As the Australian office of the world’s leading strategic marketing agency, we partner with a diverse range of global and local clients to deliver innovative and impactful events. But we don’t just create experiences, we cultivate careers; at GPJ, we help our people build their careers so they can achieve their own ambitious goals too. We’re a vibrant, creative community where collaboration thrives and you are empowered, all in service of delivering extraordinary experiences for our ambitious clients. Our Values BRAVERY – Having the courage to push ourselves out of our comfort zone. Being bold. Breaking barriers. Acts of bravery can be big and small. It's these brave choices to think big and take well‑considered risks that will help us push forward as an agency. COLLABORATION – The old adage is true, we are stronger together. Collaboration - with our colleagues, partners and clients - undeniably leads to better outcomes because embracing fresh and diverse perspectives elevates the work we do. EMPOWERMENT – Being proactive, driven and adopting an entrepreneurial spirit. Owning our decisions (as well as our mistakes). This growth mindset will set us up for success. We have an ever‑growing selection of employee benefits, highlights include: anniversary day leave, a global talent exchange programme, mentor programmes, and employee referral incentives, as well as a jam‑packed calendar of social activities including yearly off‑site events, our monthly awards (the Mini Georgies) and team lunches. Seniority level Internship Employment type Full‑time Job function Marketing, Public Relations, and Writing/Editing Industries Advertising Services #J-18808-Ljbffr