Project Coordinator; Freelance

The Project Coordinator supports the Projects Director and Project Managers in the planning, administration, coordination and close-out of event and exhibition projects across the GCC. The role keeps project information accurate and current, follows up agreed actions, coordinates communication among internal teams and suppliers, and helps ensure that materials, documents and site requirements are ready when needed.

The Project Coordinator does not hold overall accountability for project budget, commercial approval, scope changes or final delivery. These remain with the assigned Project Manager or Projects Director. The Coordinator identifies risks or delays early, maintains clear records and escalates issues promptly.

• Set up and maintain the project folder, contact list, programme, action tracker, document register and standard templates.
• Support the Project Manager in preparing project plans, milestone schedules, work breakdowns and internal kick-off packs.
• Collect project briefs, drawings, specifications, approvals and client information; check that required documents are complete and current.
• Update project trackers and highlight missing information, overdue actions, dependencies and potential delays.
• Coordinate meeting schedules and issue agendas, minutes and action lists within the agreed timeframe.

• Coordinate the flow of briefs, drawings, revisions and approvals between the Project Manager, design team, production team, client and suppliers.
• Maintain drawing and sample registers, revision status and approval records so teams work from the latest issued information.
• Follow up technical queries, material submissions, samples and method statements; route decisions to the appropriate manager for approval.
• Check documents for completeness and consistency before circulation, without assuming design or engineering approval authority.

• Prepare and maintain request-for-quotation logs, purchase request trackers and supplier comparison information for management review.
• Follow up quotations, purchase orders, supplier confirmations, delivery dates and required supporting documents.
• Coordinate with procurement, production and logistics teams to confirm material readiness and delivery priorities.
• Escalate supply, quality, cost or timing issues to the Project Manager; do not approve commercial commitments unless formally delegated.

• Coordinate site access information, permits, passes, inductions, delivery schedules, crew lists, transport and accommodation requirements.
• Prepare site files containing approved drawings, contact details, schedules, checklists and relevant health and safety documents.
• Support on-site communication and record progress, snags, instructions and completed actions.
• Report deviations, incidents, access constraints or programme risks immediately to the responsible Project Manager or site lead.
• Assist with handover, dismantling and return logistics, including collection of completion records and outstanding actions.

• Prepare regular status updates using information provided by project stakeholders, covering programme, approvals, procurement, logistics, risks and actions.
• Maintain accurate records of decisions, correspondence, variations and client instructions for review by the Project Manager.
• Support invoice and cost tracking by collecting quotations, delivery notes, timesheets and supplier documentation; flag discrepancies for review.
• Compile handover documents, snag lists, completion records, supplier files and lessons learned at project close-out.
• Archive final project records in line with company procedures.

• Internal:
  Projects Director, Project Managers, Design, Production, Procurement, Logistics, Finance and Health and Safety teams.
• External:
  Clients, venues, suppliers, subcontractors, freight and service providers, under the direction of the Project Manager.

• Maintain trackers, issue routine follow-ups, coordinate meetings and circulate approved information.
• Budgets, margins, supplier appointment, purchase commitments, contract terms and payment approval.
• Request missing information and escalates overdue actions.
• Scope changes, programme commitments, client instructions and final acceptance.
• Coordinate agreed site and logistics…