Project Coordinator - Freelancer

We are seeking an organised and proactive Freelance Project Coordinator for a fixed-term contract based in Abu Dhabi from October to December 2026, with exact dates to be confirmed.

The Project Coordinator will support the Project Manager with the planning, administration and delivery of one specific live event project. The role will cover project schedules, meeting actions, supplier procurement, cost tracking, documentation, accreditation and communication between the client, internal teams and appointed suppliers.

The successful candidate will help maintain accurate project information, monitor key deadlines and coordinate administrative and operational requirements to ensure the project is delivered efficiently, safely and in accordance with the approved scope, budget and schedule.

• Support the Project Manager throughout the planning, production, live delivery, dismantling and closure of the assigned project.
• Attend project meetings, record key decisions and action points, track responsibilities and follow up with relevant stakeholders to ensure deadlines are achieved.
• Prepare and maintain project schedules, resource plans, delivery milestones, payment schedules, call sheets, rooming lists and regular status updates.
• Maintain an accurate and organised project folder, ensuring that schedules, approvals, supplier information and supporting documentation are filed correctly and remain accessible.
• Distribute project information to the client, internal teams and appointed suppliers professionally and on time, highlighting approaching deadlines or potential delays.
• Coordinate required project documentation, including work permits, accreditation, risk assessments, method statements, health and safety records and closure reports.
• Support supplier procurement by preparing scopes of work, requesting and reviewing quotations, negotiating rates and completing supplier-selection and purchase-order documentation.
• Coordinate supplier milestones, monitor agreed deliverables and act as the liaison between the Project Manager and suppliers regarding feedback, revisions and project requirements.
• Assist with project cost tracking by checking quotations, monitoring assigned budget items and maintaining transparent and accurate procurement records.
• Provide administrative support for project proposals, delivery and closedown while ensuring that all teams and suppliers remain fully briefed on responsibilities and deadlines.

• Based in Abu Dhabi or able to commute easily to the project site.
• Professional fluency in English, written and spoken.
• Previous experience as a Project Coordinator, Event Coordinator or in a similar role within live events, experiential production or exhibitions.
• Good understanding of event planning and delivery processes, including creative development, production, supplier coordination and site operations.
• Strong organisational and administrative skills, with experience maintaining schedules, action trackers, payment plans and project documentation.
• Experience requesting supplier quotations, preparing scopes of work and monitoring procurement and delivery deadlines.
• Good numerical skills and the ability to support project budgets, cost tracking and quotation comparisons accurately.
  
  Excellent communication and teamwork skills, with the ability to coordinate effectively between clients, project teams and third-party suppliers.
• Strong attention to detail and the ability to identify approaching deadlines, missing information or potential project issues.
• A professional understanding of confidentiality, including the appropriate handling of sensitive client, project and commercial information.
• Proficiency in Microsoft Word, Excel and PowerPoint, with the ability to navigate, measure and export information from Sketch Up and AutoCAD files.
• Ability to work under pressure, manage changing priorities and respond effectively to last-minute project requirements.
• Availability for the full freelance contract period from October to December 2026, with exact dates to be confirmed.
• Flexibility to work extended hours, evenings and weekends when required during project delivery…