Project Coordinator (Experiential Technology)

Location Requirement: This is aNew York State-based position. Candidates must reside and perform their work in New York State for the duration of their employment.

About Gramercy Tech

Gramercy Tech is an experiential event technology company built for the moments that cannot fail. Since 2003, we have partnered with leading brands, agencies, and event producers to deliver seamless live, virtual, and hybrid event experiences powered by innovative technology and operational excellence.

Our proprietary technology supports the full event lifecycle -from registration and attendee management to interactive experiential activations, AI-powered experiences, digital and physical audience engagement, onsite engagement tools, and event execution.

At Gramercy Tech, we value collaboration, accountability, adaptability, and innovation. We show up, solve problems, and work together to create impactful experiences for our clients and their audiences.

About the role:

We’re looking for a highly organized, proactive, and tech-minded Project Coordinator to support our Project Managers and Account Directors in the planning and execution of client projects and live events.

The Project Coordinator plays a key role in keeping projects organized and moving forward by maintaining project documentation, tracking timeliness and deliverables, coordinating internal resources, following up on action items, and supporting client and internal communications.

The ideal candidate is detail-oriented and dependable, while also curious about technology, AI, and emerging tools. They are comfortable learning new systems, asking questions, solving problems, and looking for better ways to get work done.

Project Coordinator Mindset:

• Curious about technology and motivated to learn and experiment with new tools.
• Comfortable using AI-enabled tools and interested in finding practical applications for day-to-day work.
• Looks for opportunities to improve workflows and efficiency.
• Critical thinker who asks questions, troubleshoots problems, and knows when to escalate.
• Interested in experiential technology, interactive experience and how tech can enhance live events.

Responsibilities:

• Supports Project Managers and/or Account Directors with the planning, coordination, and execution of client projects and events.
• Create and maintain comprehensive project documentation, schedules, tasks tackers, meeting notes, and status updates.
• Translate approved scopes and requirements into tasks, timelines, and deliverables under Project Manager/Account Director direction.
• Coordinate internal resources and follow up with cross functional teams on outstanding tasks and deliverables
• Track project milestones, changes, and flag client concerns to the PM or AD.
• Support client communication, meeting prep, followup and documentation.
• Coordinate meetings, capture action items, and ensure appropriate follow-up.
• Assist with tracking project hours, expenses, and other information needed for project reconciliation.
• Learn Gramercy’s products, services and internal tools to effectively support project delivery.
• Use AI and other technology tools thoughtfully to support research, documentation, project organization, and workflow efficiency.
• Look for opportunities to improve project workflows, documentation and internal processes using tech and automation.
• Support onsite and virtual event execution, including client, attendee, and tech coordinator as needed.
• Assist with post event debriefs and project closeouts.
• Ability to work from Gramercy's NYC office on an ad hoc basis based on project needs and employee work location

Requirements:

• 1-3 years of experience in project coordination, event production, client services, operations, or a related role preferred.
• Strong organizational skills with the ability to manage multiple projects, deadlines, tasks and priorities.
• Excellent attention to detail and consistent follow-through.
• Strong written and verbal communication skills.
• Comfortable communicating with clients and collaborating with cross-functional internal teams.
• Strong problem-solving skills and willingness to ask questions, troubleshoot issues, and escalate when appropriate.
• Proficiency with Google Workspace, particularly with Google Sheets, Docs and Slides.
• Comfortable learning and working across multiple technology platforms and project management tools.
• Interested in AI, emerging technology, and using new tools to improve productivity and workflows.
• Ability and willing to travel to remote onsite events 25-50% of the time
• Flexibility to work occasional evenings, weekends and holidays based on live events schedules.
• Experience with live events, experiential marketing, event tech, agency environment, and technology companies.
• Experience with AI tools such as Gemini, ChatGPT, Claude, Copilot or similar platforms is a plus
• Assist with other duties, as required.

Compensation for this position will be determined based on several factors, including, but not limited to, a candidate’s experience, skill set, qualifications, geographic location, market data, and business needs.

Gramercy Consultants, LLC is committed to providing equal employment opportunities to all employees and applicants without regard to race, religion or religious creed, color, sex (including pregnancy, childbirth, or related medical condition), genetic information, gender, gender identity and gender expression, sexual orientation, national origin, ancestry, citizenship status, marital status, uniform service member status, military and veteran status, tribal status, age, physical or mental disability, or any other protected status in accordance with applicable federal, state, and local laws.

Pay: $50,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off

Application Question(s):

• Do you currently reside in New York State?
• Are you willing and able to travel 25–50% for onsite events, including occasional evenings, weekends, and holidays?
• Are you comfortable with the advertised salary range of $50,000–$62,000 annually?
• How many years of experience do you have in project coordination, event production, client services, or related operations?
• Briefly describe your experience tracking project deadlines, coordinating deliverables, and following up with internal teams or clients.

Ability to Commute:

• New York, NY 10018 (Required)

Work Location: Hybrid remote in New York, NY 10018