Wildfire Experience Agency
Operations & Projects Coordinator
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About Wildfire
Wildfire Experience Agency is a Sheffield-based events and experiences agency creating memorable events for corporate clients across the UK. From conferences and brand experiences to team events, celebrations and large-scale live events, we bring together creative thinking, detailed planning and hands-on delivery to create experiences that make an impact. We’re an established, independent business with an ambitious growth plan and are currently investing in our people, systems and capabilities as we enter the next stage of Wildfire’s development. It’s an exciting time to join the team, with plenty of opportunity to take ownership, develop your career and play a genuine part in where Wildfire goes next.
Role Purpose
To coordinate the administrative and logistical journey of Wildfire projects from confirmed booking through to event delivery, ensuring every project is properly documented, organised and handed over to the delivery team.
The role acts as the operational bridge between Sales, clients, venues, suppliers and Event Managers, allowing the Director of Operations to focus on leadership, capacity, performance and company-wide operations rather than detailed project administration.
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Key Responsibilities
- Own project administration once a booking is confirmed.
- Create and maintain project plans, timelines, trackers and key deadlines.
- Prepare and issue booking forms and contracts, then chase outstanding signatures and documentation.
- Liaise with clients after handover from Sales to gather the information required for successful delivery.
- Coordinate venues and external suppliers ahead of delivery.
- Undertake venue-finding research for the Sales team, including availability, pricing and suitable options.
- Prepare Event Manager packs, event documentation and physical event boxes.
- Ensure Event Managers receive complete, accurate and timely project handovers before delivery.
- Track missing information, supplier confirmations, client actions and other outstanding project requirements.
- Support post-event administration and feedback processes.
- Escalate capacity, budget, information or delivery risks to the Director of Operations early.
- Support continuous improvement of project templates, systems, checklists and standard operating procedures.
Venue Finding & Sales Support
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The role supports the Sales team by researching suitable venues, checking availability, obtaining rates and compiling clear options against the client brief. The Sales team retains ownership of the commercial client relationship, recommendation and close.
The Person We Are Looking For
We are looking for someone who combines excellent organisation with genuine ownership. The successful person should naturally look ahead, identify what is missing and act before a problem reaches event week.
- Strong organisation and attention to detail.
- Confident managing multiple live projects and competing deadlines.
- Clear and professional communication with clients, venues and suppliers.
- Comfortable chasing information and holding others to agreed deadlines.
- Able to work independently while knowing when to escalate.
- Experience in events, project coordination, hospitality, venues or a similarly fast-moving environment is desirable.
- Strong written communication and confidence using project management and CRM/office systems.
- A proactive mindset: someone who asks 'What hasn't been done yet?' rather than waiting to be told what to do next.
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