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.

BASED IN ABU DHABI

MAIN ACCOUNTABILITIES

Project Administration and Planning

• 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.

Design and Technical Coordination

• 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.

Procurement and Supplier Follow-up

• 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.

Site and Logistics Coordination

• 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.

Reporting and Project Close-out

• 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.

KEY WORKING RELATIONSHIPS

• 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.

DECISION AUTHORITY AND ESCALATION

Requires Project Manager or Director approval

• 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 arrangements.
• Technical approval, safety approval, major corrective action and project sign-off.

QUALIFICATIONS AND EXPERIENCE

• Diploma or bachelor’s degree in project management, business administration, events, engineering, construction or a related discipline.
• Two to four years of experience in project coordination, events, exhibitions, fit-out, production or a similar delivery environment.
• Working knowledge of project documentation, procurement follow-up, logistics and site coordination.
• Proficiency in Microsoft Office; experience with project management or document-control systems is an advantage.
• Strong written and spoken English. Arabic or another relevant regional language is an advantage.
• Availability to work on site, travel within the GCC and support projects outside normal office hours when required.

SKILLS AND COMPETENCIES

• Organisation and prioritisation: manages multiple trackers, deadlines and information streams accurately.
• Communication and follow-up: gives clear updates, records decisions and follows actions through to closure.
• Attention to detail: controls document versions, checks completeness and maintains reliable records.
• Team coordination: works constructively across design, production, procurement, logistics and site teams.
• Problem awareness: recognises emerging issues, gathers facts and escalates them to the right decision-maker.
• Professional conduct: handles client and commercial information with discretion and remains composed under time pressure.

PERFORMANCE MEASURES

• Project trackers and document registers are current, accurate and accessible.
• Meeting minutes and action lists are issued on time, with overdue actions followed up and escalated.
• Required drawings, approvals, permits, supplier confirmations and logistics information are available by agreed deadlines.
• Project status information is clear and reliable, enabling timely management decisions.
• Handover and close-out documentation is complete and properly archived.
• Stakeholders receive responsive, professional coordination and communication.

ROLE CONDITIONS

This job description summarises the main duties of the role and is not exhaustive. Responsibilities may be adjusted to meet business and project requirements, provided they remain appropriate to the level and purpose of the Project Coordinator position.

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