Production Coordinator

Electra Events & Exhibitions; United Arab Emirates; On-site; AED 60,000 - 100,000; Full time

Job summary

An established industry player in event management is seeking a skilled Project Coordinator to oversee exhibition projects from inception to completion. This dynamic role involves coordinating with various departments to ensure seamless workflow, managing budgets, and ensuring compliance with health and safety standards. The ideal candidate will have extensive experience in exhibitions, proficiency in AutoCAD, and strong communication skills. Join a vibrant team where your contributions will directly impact the success of high-profile events and exhibitions, ensuring a memorable experience for clients and attendees alike.

Qualifications

• 5 years experience in exhibitions and events.
• Understanding of production and project processes.

Responsibilities

• Coordinate with departments to ensure timely project delivery.
• Monitor project budget and track costs.

Skills

Exhibitions and Events Coordination

Communication Skills

Budget Management

Problem Solving

Adaptability

Tools

AutoCAD

MS Office

Job description

Coordinate with the Project Manager (PM) to obtain necessary files, including the Scope of Work (SOW) with budget, release of jobs & tasks in Business Central, technical drawings (TD), and 3D visuals.

Schedule the project kick-off meeting with all relevant departments to align project goals, timelines, and expectations.

2. Initial Planning and Coordination:

Work with the Operations Managers of fabrication departments to coordinate workflow, prioritize tasks, and align fabrication activities across departments.

Prepare the production schedule with the PM based on delivery priorities, ensuring the fabrication team has all necessary information for production.

3. Production Scheduling and Communication:

Act as the main contact for the fabrication team, addressing questions, confirming work schedules, and ensuring deadlines are met.

Coordinate with department supervisors to monitor progress, discuss delays, and communicate updates from project managers or other departments.

This document is not exhaustive; responsibilities and skills may change based on business needs. Employees may be required to perform duties outside their responsibilities if needed.

4. Coordination with Suppliers and Operations:

Follow up with all departments to ensure timely receipt of samples.

Work with procurement to ensure suppliers have measurements and installation schedules, and follow up on timely delivery of goods during fabrication.

5. Monitoring and Progress Follow-up:

Conduct follow-up meetings to track work progress, identify delays, and mitigate risks to meet schedules.

Oversee work quality to ensure it meets design specifications.

6. Budget and Documentation Control:

Monitor project budget, track costs, report, and document variations.

Maintain records of job activities and share proper documentation with the PM or Account Manager.

Update production libraries with new techniques and products after project completion.

7. Site Delivery and Completion:

Ensure the build-up schedule is received from the PM.

Ensure the site team has all necessary permits.

Coordinate with departments for crew lists, raise LOF for transport, and manage site logistics until final delivery.

Prepare delivery schedules, ensure materials are shipped on time, and coordinate site activities for resource and crew readiness.

Follow up on build-up progress, address delays, and coordinate with the site PM for updates and additional needs.

Handle financial requests and site-related requests, and coordinate material storage with proper documentation.

8. Health, Safety, and Environmental Compliance:

Ensure adherence to HSE policies throughout the project lifecycle.

Desired Candidate Profile

• 5 years experience in exhibitions and events
• Fluent in English and Hindi
• Proficient in AutoCAD & MS Office
• Understanding of production and project processes, with good communication skills
• Ability to read drawings and understand raw materials used in the industry
• Ability to prioritize, flag issues, and adapt to last-minute changes

Company Industry

• Advertising
• PR
• Event Management

Department / Functional Area

• Production
• Manufacturing

Keywords

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