Project Coordinator - Live Events & Staging

Scene Ideas Inc.; Richmond; On-site; CAD 25,000 - 37,000; Part time

Job summary

Scene Ideas Inc. is seeking a Project Coordinator - Live Events & Scenery to support Project Management, Sales, and Operations in organizing live-event projects in Richmond. You will keep schedules updated, track tasks, and prepare routine documents under the Director of Operations and project managers.

The role is ideal for an organized, dependable individual with live-event experience and an interest in evolving into a Project Manager role. Evening/weekend event work may be required.

Qualifications

• Prior administration or coordination experience preferred but not required.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication abilities.
• Experience using Microsoft Office and CRM or project-management tools.
• Ability to follow established processes and meet deadlines.

Responsibilities

• Provide administrative and coordination support to Project Managers and the Operations Team.
• Maintain project files, checklists, schedules, contact information, drawings, approvals, and other project records.
• Enter and update project information in company systems using information approved by a Project Manager.
• Track assigned tasks and upcoming dates and follow up with the appropriate team members.
• Gather missing project information and bring questions, conflicts, or possible delays to the Project Manager.
• Prepare routine project documents, contact lists, site information, schedules, and meeting notes.
• Attend project, production, scheduling, and sales-handoff meetings as required.
• Take meeting notes and record action items, responsibilities, and due dates.
• Assist with purchase-order requests, supplier paperwork, packing slips, receipts, timesheets, and delivery records.

Skills

Organization

Attention to detail

Communication skills

Time management

Microsoft Office

Problem solving

Follow instructions

Tools

Microsoft Outlook

Word

Excel

Teams

CRM software

Job description

OBJECTIVE:

• The Project Coordinator - Live Events & Scenery is a project-support position that assists the Project Management, Sales, and Operations teams with the organization of live-event projects.
• The role focuses on keeping project information organized, updating schedules and task lists, following up on assigned items, and preparing routine documents under the direction of the Director of Operations and assigned Project Manager.
• This position is ideal for an organized and dependable individual with live-event experience—including festivals, concerts, corporate events, or brand activations—who is comfortable learning new systems and interested in developing into a Project Manager role.

DUTIES:

• Provide administrative and coordination support to Project Managers and the Operations Team.
• Maintain project files, checklists, schedules, contact information, drawings, approvals, and other project records.
• Enter and update project information in company systems using information approved by a Project Manager.
• Track assigned tasks and upcoming dates and follow up with the appropriate team members.
• Gather missing project information and bring questions, conflicts, or possible delays to the Project Manager.
• Prepare routine project documents, contact lists, site information, schedules, and meeting notes.
• Assist with internal project meetings, production meetings, and project handoffs.
• Communicate routine information to clients, suppliers, or subcontractors when directed.
• Support project load-ins, event work, and load-outs from the office or onsite when required.
• Complete other related support duties as assigned.

Project Support and Scheduling:

• Assist Project Managers in building and updating project schedules and work-back schedules using established templates.
• Record key dates for client information, drawings, purchasing, print, fabrication, rentals, delivery, installation, event activity, and removal.
• Update schedules and task lists when approved project details change.
• Follow up on assigned outstanding items and report overdue information to the Project Manager.
• Help coordinate routine details for labour, trucking, equipment, rentals, travel, accommodations, and site access.
• Distribute current approved schedules and project documents to the appropriate team members.
• Flag overlapping dates, missing information, or other concerns for Project Manager review.

Quote and Sales Support:

• Assist with smaller or less complex quotes under the direction of a Sales Representative or Project Manager.
• Enter approved quantities, labour, equipment, fabrication, print, transportation, rental, and purchased-item information into quotes.
• Request and organize pricing from internal departments, suppliers, and subcontractors.
• Check quotes for missing information, dates, quantities, and obvious errors before submitting them for review.
• Maintain organized quote versions, client information, correspondence, and approvals.
• Support the handoff of confirmed work from Sales to Project Management and Operations.
• Record additions or changes that may affect pricing and bring them to the appropriate manager for review.

General Administration and Communication:

• Attend project, production, scheduling, and sales-handoff meetings as required.
• Take meeting notes and record action items, responsibilities, and due dates.
• Maintain organized electronic project folders and file documents in the correct location.
• Assist with purchase-order requests, supplier paperwork, packing slips, receipts, timesheets, and delivery records.
• Assist with project closeout by organizing final documents and identifying missing paperwork.
• Communicate professionally and maintain confidentiality regarding clients, pricing, employees, and company information.

SKILLS & EXPERIENCE REQUIREMENTS:

• Previous experience in administration, coordination, customer service, sales support, event production, or a similar environment is preferred but not required.
• Equivalent transferable experience, education, and demonstrated organizational ability will be considered.
• An interest in live events, production, logistics, or project management.
• Strong organizational skills and attention to detail.
• The ability to follow instructions, use established processes, and complete assigned work accurately.
• The ability to manage task lists, meet deadlines, and ask for direction when priorities conflict.
• Clear and professional written and verbal communication skills.
• Comfort asking questions when information is missing or unclear.
• Working knowledge of Microsoft Outlook, Word, Excel, Teams, and shared filing systems.
• Experience with rental, quoting, scheduling, CRM, or project-management software is an asset.
• Experience in staging, scenic fabrication, audiovisual production, print, signage, rentals, logistics, or events is an asset.
• A cooperative approach and willingness to learn from Project Managers, Sales Representatives, Operations, Production, Warehouse, Print, and Fabrication teams.

SCHEDULE:

• This hourly position is based primarily in our Richmond office/shop, Monday to Friday from 7:30 a.m. to 4:00 p.m., with evening, weekend, and off-site event work required as project needs dictate.