Event Resourcing Coordinator

Building a Brand Starts with a Story

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models:
Embedded teams, Corporate Campus operations, and a Full-Service Agency.

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

The Event Resourcing Coordinator will consistently deliver exceptional service and support as it relates to scheduling, staffing, and resource allocation for all events, ensuring efficient deployment, accurate data, and timely reporting. The role optimizes labor utilization and supports operational excellence.

Along with other FIRST team members, the Event Resourcing Coordinator will represent the FIRST Solutions brand on-site within a well-known tech company.

• Event Resourcing Coordination
  • Administer the end-to-end scheduling and coordination of labor for all events, ensuring adequate staffing levels are deployed, appropriate resources are staffed based on skill set and event needs, and scheduling changes are communicated effectively and within agreed upon timeline.
  • Administer the end-to-end financial documentation for staffing, including creating labor quotes for events, processing invoices from freelancers, and coordinating with the Finance department to ensure timely payment of all external resources.
  • Understand overall staffing goals and manage labor resources for maximum efficiency and cost-effectiveness.
  • Forecast labor needs based on event schedules, historical data, and upcoming event requirements to proactively address potential staffing gaps.
  • Onboard, engage, and manage time sheets of scalable resources as needed to supplement our embedded team.
  • Serve as a primary point of contact for the team regarding labor logistics, schedule changes, and on-site coordination, responding within agreed upon response time.
  • Maintain and update the labor scheduling systems, ensuring all shifts, job assignments, times, and locations are accurate.
  • Provide support on quoting and tracking relating to resourcing opportunities.
• Data Management & Quality Control
  • Support data entry and quality control for vital operational metrics related to labor, and event details in multiple systems, maintaining data accuracy.
  • Support data cleaning and validation processes to ensure the accuracy, completeness, and consistency of all entered data by event services staff.
  • Run regular reports and summaries on labor utilization, scheduling, and other operational data and submit for management review within the agreed upon timeline.
  • Identify and flag discrepancies or anomalies in data, collaborating with leadership to determine root causes and implement corrective actions.
  • Contribute and assist with any ad hoc projects consistent with the responsibilities.

• 1-3 years of experience
• Proven experience in a highly organizational or administrative role where attention to detail was paramount.
• Exceptional organizational and time management skills, with the ability to manage multiple complex projects simultaneously.
• Familiarity with event processes and terminology is strongly preferred.
• Proficiency with Google Worksuite is required, with strong familiarity in Google Sheets/Microsoft Excel
• Experience with scheduling software or workforce management systems is a plus.
• Excellent written and verbal communication skills.
• A proactive and problem‑solving mindset, with a strong commitment to meeting deadlines.

• Private Medical Insurance with BUPA from day one
• 28 Days Annual Leave PLUS Bank Holidays
• Personal Volunteer Day
• 20 Days of Sick Pay each Year
• Enhanced Parental Leave (Maternity &…