Operations & Projects Coordinator Full Time NEW

Liquid Icons Productions Ltd is the company behind The Golden Vines Awards — the world’s most prestigious fine wine recognition, celebrating the greatest winemakers on the planet. Our small, high-performing team produces an extraordinary annual event and a year-round programme of communications, partnerships, and wine culture. We work at the intersection of luxury hospitality, world-class wine, and storytelling.

We are looking for an exceptional Operations & Projects Coordinator to join us on a freelance basis — someone who can bring structure, initiative, and calm efficiency to a fast-moving, detail-driven environment.

ROLE SUMMARY

This is a broad, hands-on coordination role supporting our Events Director, Wine Director, and the wider Liquid Icons team. You will be a central point of operational support — keeping projects on track, communications moving, and the administrative engine running smoothly across events, finance, marketing, and travel.

The ideal candidate will be proactive, highly organised, and comfortable working independently with minimal supervision. You will need to think ahead, spot what needs doing, and take ownership of your areas without being asked twice.

KEY RESPONSIBILITIES

Events & Project Coordination

• Build, maintain, and update Gantt charts and project trackers across multiple workstreams
• Support the Events Director in managing timelines, supplier communications, and logistics
• Coordinate with external partners including venues, caterers, AV, and production teams
• Assist with on-the-ground event logistics and briefing documents as required
• Maintain up-to-date action logs and follow up on outstanding items across the team

Finance & Administration

• Support basic financial administration including budget tracking, invoice management, and expense reconciliation
• Liaise with the finance function to ensure timely processing of supplier payments and income tracking
• Maintain organised filing systems across Google Drive and shared platforms
• Draft and format documents, agreements, and correspondence to a high standard
• Manage ad hoc administrative tasks efficiently and without prompting

Marketing & Communications

• Send targeted mailshots via platforms such as Mailchimp or similar, and manage direct email outreach on behalf of the team
• Assist with the coordination of digital marketing assets including one-pagers, partner communications, and email campaigns
• Provide light-touch social media support — scheduling posts, maintaining content calendars, and ensuring brand consistency across channels
• Proofread and quality-check all outgoing communications

Wine Director Support

• Provide dedicated administrative and research support to the Wine Director
• Assist with correspondence, scheduling, and coordination related to the wine programme
• Research and compile information on winemakers, regions, vintages, and events as required

Travel & Hospitality Coordination

• Book and manage hotel, travel, and logistics for the team and key guests
• Research venues, accommodation, and suppliers to brief standard, presenting options clearly
• Manage bookings, confirmations, and itineraries with meticulous attention to detail

Systems & Innovation

• Actively look for new tools, platforms, and processes to improve team efficiency
• Help embed and maintain operational systems — from project management tools to communication workflows
• Suggest and implement improvements to how we organise and store information

ABOUT YOU

• Proven experience in an operations, projects, or senior admin coordination role — ideally within events, hospitality, or a fast-paced creative environment
• Highly organised with exceptional attention to detail and a talent for juggling multiple priorities
• Strong written communication skills — confident drafting professional correspondence and documents
• Tech-savvy: comfortable with Google Workspace, project management tools (e.g. Trello, Asana, Notion), Gantt chart tools, AI, and email platforms
• Proactive and self-directed — you don’t wait to be told; you see what needs doing and do it
• Calm under pressure and able to maintain high standards when deadlines are tight
• Discreet and trustworthy — you will have access to sensitive commercial and financial information

DESIRABLE (BUT NOT ESSENTIAL)

• Experience in luxury events, fine dining, wine, or high-end hospitality
• Familiarity with Mailchimp/Pipedrive, Squarespace, HubSpot or similar platforms
• Experience supporting a small founder-led business or creative consultancy
• An interest in fine wine and the world it inhabits

LOCATION

• Virtual role
• London / UK-based preferred for time zone alignment and occasional in-person support if required

WHAT WE OFFER

• £20–30 per hour, commensurate with experience
• 10–20 hours per week, with flexibility around event peaks
• Fully remote role with occasional in-person touchpoints
• Varied and genuinely interesting work at the heart of the global fine wine world
• A small, collaborative team that values initiative and quality above all
• The opportunity to grow with the role as the organisation develops