Events Project Coordinator

About Us

Bros Mastermind Events is a premier events production company in Dubai, specializing in delivering high-quality corporate, private, and large-scale event experiences. From creative design to flawless site execution, we pride ourselves on bringing ideas to life with precision and impact.

Role Overview

We are looking for a hands-on Events Project Coordinator with strong expertise in site installations and client coordination. This role requires a proactive professional who can manage event production on-site, oversee technical and logistical installations, and ensure seamless coordination between clients, vendors, and internal teams. The successful candidate will play a key role in turning event concepts into reality by ensuring all elements are installed and executed to standard.

Key Responsibilities

• Act as the primary liaison between clients, project managers, and on-site teams.
• Conduct detailed site visits to assess venue suitability, plan layouts, and identify logistical requirements.
• Supervise installation and dismantling of event setups, including staging, lighting, audio-visual equipment, décor, booths, branding, and other event structures.
• Coordinate with suppliers, vendors, and contractors to ensure timely delivery and accurate installation of event materials.
• Prepare and maintain detailed project timelines, checklists, and installation schedules.
• Monitor on-site health & safety compliance during installation and dismantling activities.
• Troubleshoot and resolve technical or operational issues that arise during installation or live event execution.
• Ensure event design and technical specifications are followed precisely during on-site implementation.
• Support budget tracking and cost control related to logistics, manpower, and vendor services.
• Provide regular project updates to management and prepare post-event reports highlighting learnings and improvements.
• Maintain strong client communication throughout the project, including updates during installations and walkthroughs.
• Serve as the main point of contact for clients, maintaining professional and timely communication.
• Coordinate with clients to understand event requirements, budgets, and timelines.
• Assist in project planning, scheduling, and documentation for smooth event execution.
• Conduct site visits for venue evaluation, layout planning, and logistics management.
• Liaise with suppliers, vendors, and production teams to ensure timely delivery of event materials and services.
• Support the Project Manager in preparing event proposals, BOQs, and work schedules.
• Monitor on-site event setups to ensure compliance with design, safety, and client expectations.
• Troubleshoot on-site issues promptly to maintain smooth event flow.
• Track project progress, budgets, and timelines, reporting updates to management.
• Maintain strong post-event client relationships to support repeat business.

Qualifications & Skills

• Bachelor’s degree in Events Management, Business, Engineering, or related field.
• 3+ years’ experience in events production, site coordination, or project installations within the UAE.
• Solid knowledge of event structures, AV systems, staging, rigging, lighting, and event décor.
• Strong project management skills with the ability to manage multiple installations simultaneously.
• Excellent communication and client-handling skills.
• Knowledge of ERP SYSTEM.
• Ability to read and interpret technical drawings, BOQs, and layouts.
• Hands-on problem-solving skills and ability to make quick decisions under pressure.
• Proficiency in MS Office; knowledge of project management and CAD/SketchUp is a plus.
• Flexibility to work late hours, weekends, and travel within the UAE for installations.

Job Type: Full-time

Pay: AED5,000.00 - AED7,000.00 per month

Experience:

• Events and Exhibitions: 3 years (Preferred)
• Project Coordination: 3 years (Preferred)
• Client relation: 3 years (Preferred)
• On site communication and management: 3 years (Preferred)

Language:

• English (Preferred)
• Arabic (Preferred)

Location:

• Dubai (Preferred)