Live Events Administrator

SER Limited; Belfast City District; Hybrid; GBP 30,000 - 35,000; Full time

Job summary

SER Limited is seeking a highly organised Live Events Administrator in Belfast to support the operational delivery of live events. The role involves event logistics, crew scheduling, equipment allocation, and coordinating with production teams while working across office, warehouse, home, and on-site environments.

You will manage staff, equipment and site communications, ensuring timely, cost-effective delivery and flexible support across multiple projects within a fast-paced setting.

Qualifications

• Experience in live events, AV, warehouse ops, logistics coordination or related field.
• Strong organisational, scheduling and admin skills with high attention to detail.
• Experience coordinating equipment, staffing and logistics across multiple projects.
• Experience with Flex or similar inventory/scheduling/ops system.

Responsibilities

• Coordinate staffing, equipment, logistics and scheduling across live events.
• Book freelance technicians and crew; manage staffing and costs before events.
• Maintain warehouse preparation schedules and labour requirements; coordinate with Warehouse Manager.
• Distribute site notes, pull sheets, schedules and briefs to technicians and suppliers.

Skills

Live events

Administration

Scheduling

Crew coordination

Inventory systems

Communication

Problem solving

Team collaboration

Tools

Flex

Job description

Live Events Administrator

Location: Belfast

Salary: £30,000 - £35,000+ DOE

Hours: Monday - Friday, 8:00am - 5:00pm

Overtime: Optional overtime available

Reports to: Live Events Manager

About the Role

We are looking for a highly organised and proactive Live Events Administrator to support the operational delivery of live events.

The role will focus on event logistics, crew scheduling, equipment allocation, warehouse planning and resource coordination, working closely with the Live Events Manager, Assistant Live Events Manager, Warehouse Manager, Production Managers, technicians, freelancers and wider operational teams.

This is an operational role rather than a client-facing position, with the flexibility to work across office, warehouse, home and on-site event environments depending on operational requirements.

Key Responsibilities

• Event & Equipment Coordination - Coordinate staffing, equipment, logistics and scheduling across live events; manage hire equipment allocations and pull sheets; allocate equipment against quotations and event specifications; identify shortages and arrange substitutions or external sub-hires through Flex; monitor equipment availability, maintenance, sub-hire requirements and warehouse labour; and advise on appropriate vehicles and transport requirements.
• Crew & Resource Scheduling - Book freelance technicians and crew, maintain accurate staffing and resource schedules across multiple projects, ensure staffing, equipment and transport are achievable ahead of deployment, and raise purchase orders for freelance staff with costs confirmed before events.
• Warehouse & Production Planning - Maintain warehouse preparation schedules and labour requirements; coordinate equipment allocations and priorities with the Warehouse Manager; ensure accurate picking and cable lists; work with Production Managers to align requirements with venue specifications; and monitor equipment maintenance schedules and servicing requirements.
• Event Information & Communication - Compile and distribute site notes, pull sheets, schedules, content information and operational briefings to technicians; liaise with warehouse teams, technicians, freelancers, suppliers and production teams; and ensure everyone has the information required for successful event delivery.
• Operational Problem Solving - Identify and resolve equipment, scheduling, staffing and logistical issues in collaboration with warehouse and production teams, taking a proactive and solutions-focused approach to changing operational requirements.
• Flexible Event Support - Work across office, warehouse and on-site environments as required, including attending live events, warehouse operations, production meetings and other operational activities outside standard hours when necessary.

Skills & Experience

• Previous experience in live events, AV, warehouse operations, logistics coordination, production support or a related industry.
• Strong organisational, scheduling and administration skills with excellent attention to detail.
• Experience coordinating equipment, staffing and logistics across multiple projects.
• Experience with Flex or a similar inventory, scheduling or operational management system.
• Strong communication and problem-solving skills.
• Comfortable working under pressure and adapting to changing priorities.
• Proactive, practical and solutions-focused approach.
• Ability to work collaboratively with warehouse, production and operational teams.
• Flexible approach to working across office, warehouse and event environments.

Why Join?

A varied opportunity to play a key operational role within a fast-paced live events environment, gaining valuable experience across event logistics, crew scheduling, warehouse operations, equipment management and production support, with opportunities for professional development.

SER-IN