Event Production Coordinator

Description:

We’re looking for a highly organised, proactive Production Coordinator to join our team full time. This role is at the heart of our event delivery—making sure the logistics, scheduling, suppliers, and on-site support all come together seamlessly. You’ll work closely with our Production Manager, warehouse, suppliers, and internal teams to keep projects moving and ensure flawless execution.

This is a role for someone who thrives under pressure, communicates clearly, and loves solving problems with calm, creative thinking.

Role and Responsibilities:

· Logistics & Freight: Plan and coordinate local shipments end-to-end (booking, documentation, delivery).

· Production Scheduling: Maintain detailed project schedules, call sheets, and crew rosters; coordinate with warehouse and suppliers; arrange flights and accommodation.

· Supplier & Stakeholder Coordination: Source and compare suppliers; raise POs; negotiate timelines and rates; maintain supplier lists and customer databases.

· Permits & Compliance: Arrange work permits and venue approvals; ensure compliance with local regulations, HSE, and venue rules.

· Budget & Admin: Track budgets and costs; coordinate with Finance to reconcile invoices; provide general administrative support.

· On-Site Support: Support show days and installs: vendor liaison, troubleshooting, documentation, and reporting.

Required Experience & Skills:

· Proven experience coordinating event production logistics (scheduling, vendor management, on-site support).

· Strong Excel skills (formulas, pivot tables, lookups).

· Confident with SaaS tools (Monday.com, ERPs/CRMs, project trackers).

· Excellent written and verbal English; outgoing stakeholder manner.

· Calm, pragmatic, and creative problem-solving under pressure.

· Strong organisational skills; able to manage multiple concurrent projects.

Advantageous:

· Experience in live events, exhibitions, or seasonal attractions.

· Knowledge of GCC customs processes and temporary imports/carnets.

· Basic understanding of production equipment terminology.