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Role: Project Coordinator
Reporting to: Creative Content Manager
Location: Basel, Switzerland

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Summary and Purpose of Position

This exciting role provides a communication link within the company between the three core functional areas, production, creative and client services. The Project Coordinator is key to all stages of the production process at an operational level, with a focus on supporting the production team specifically the project managers and the content managers. Working at the dynamic core of creative communications and event production, the Production Coordinator will be required to work across multiple projects and stages of a project lifecycle. The job responsibilities will provide the Production Coordinator with a variety of activities and a diverse day to day work schedule. All in all, this role is key to efficient team collaboration and successful project delivery.

Duties and Responsibilities
(include, but are not limited to):

  • Coordinate and attend and attend project team meetings
  • Maintain a current understanding of project requirements and development stages
  • Maintain internal deadlines for projects and facilitate communication with in-house team regarding schedules and deliverables (help keep everyone ‘on track’)
  • Maintain detailed notes and communicate production requirements within production team as requested
  • Complete assigned tasks and report on production status
  • Provide administrative support for client rehearsals, photo and video shoots, recordings and events as well as scheduling, room booking, liaising with client team
  • Assist as needed with communications to freelance designers and video editors
  • Support with the sourcing of materials and props for meetings and events, following the Content Manager’s brief and ensuring materials are delivered according to schedule
  • Book catering, equipment rentals and flights and hotels as required
  • Support art direction by searching for royalty-free and stock images, videos and music
  • Prepare printing bids and purchase orders
  • Maintain backups and archives of electronic and hard copy production files on the cloud server
  • Support external partners, freelancers and suppliers with administrative services including supply of PO and docket numbers, general project communication, timely collection of invoices and follow-up on payment inquiries
  • Support accurate and timely record keeping in budgeting software, including regular (daily or weekly) entry of time, expenses, and purchases

Key Measures

Successful delivery of the project support on time, within budget and in line with expected quality.

Experience, Attributes and Competencies

  • Demonstrates a positive attitude with a determination to succeed
  • Enjoys working in a fast-paced and ever-changing environment
  • Is a creative problem solver with a solutions-oriented approach
  • Is flexible and capable of changing priorities quickly
  • Demonstrates initiative and personal responsibility
  • Is self-driven and able to work independently
  • Has strong organizational and time management skills
  • Can methodically follow through on detailed tasks
  • Has strong computer (PC or Mac) and software skills (Word, Excel, PowerPoint, Outlook, Chrome and Acrobat)
  • Has polished English and German language communication skills (both written and verbal)
  • Previous experience working in an agency and/or within events and communications industry would be beneficial

Qualifications & Experience

  • Graduate/Post Graduate in business administration, communications and/or Events Management
  • Experience of working in a global agency is a plus
  • German B2 or higher
If this sounds like you then we’d love to hear from you!

Please send your CV, a covering letter to Nicolas at

Please could you let us know your required salary and notice period.