Freelance Live Events Project Coordinator

Evolution Services; Abu Dhabi; On-site; AED 156,000 - 223,000; Part time

Job summary

Evolution Services in Abu Dhabi is seeking a highly organised Freelance Project Coordinator for a fixed-term contract from October to December 2026. You will support the Project Manager with planning, administration and delivery of a live event project, covering schedules, procurement, cost tracking, documentation, accreditation and stakeholder communications.

The role requires strong English, excellent coordination and numerical skills, with the ability to manage timelines, maintain accurate

Qualifications

• Based in Abu Dhabi or able to commute to the project site.
• Professional fluency in English, written and spoken.
• Previous experience as a Project Coordinator, Event Coordinator or similar in live events, experiential production or exhibitions.
• Understanding of event planning and delivery processes including development, production, supplier coordination and site operations.
• Strong organisational and administrative skills with experience maintaining schedules, trackers, payment plans and documentation.
• Experience requesting supplier quotations, preparing scopes of work and monitoring procurement and delivery deadlines.
• Good numerical skills to support budgets, cost tracking and quotation comparisons.
• Excellent communication and teamwork, coordinating between clients, project teams and third-party suppliers.
• Attention to detail and ability to identify approaching deadlines, missing information or potential issues.
• Confidentiality handling of sensitive client, project and commercial information.
• Proficiency in Microsoft Word, Excel and PowerPoint, plus ability to work with SketchUp and AutoCAD.
• Ability to work under pressure, manage changing priorities and respond to last-minute requirements.
• Availability for Oct-Dec 2026 freelance contract period.
• Flexibility to work extended hours, evenings and weekends when required.

Responsibilities

• Support the Project Manager throughout 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.

Skills

English fluency

Organisational skills

Administrative skills

Project coordination

Event coordination

Supplier coordination

Budget support

Cost tracking

Communication skills

Teamwork

Confidentiality

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SketchUp

AutoCAD

Deadline tracking

Problem solving

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SketchUp

AutoCAD

Job description

Evolution Services in Abu Dhabi is seeking a highly organised Freelance Project Coordinator for a fixed-term contract from October to December 2026. You will support the Project Manager with planning, administration and delivery of a live event project, covering schedules, procurement, cost tracking, documentation, accreditation and stakeholder communications.

The role requires strong English, excellent coordination and numerical skills, with the ability to manage timelines, maintain accurate