Project Coordinator (Events & Exhibitions)

Company Description

Jubilee Events is a leading events company with over a decade of experience in crafting extraordinary moments. Renowned for turning visions into reality, we specialize in a wide range of events, including corporate gatherings, social galas, and milestone celebrations. Our mission is to provide exceptional experiences tailored to our clients' unique needs and aspirations. Driven by creativity and reliability, Jubilee Events has become a trusted name in the events industry.

Position : Project Coordinator – Exhibitions & Conferences

Location : Riyadh, Saudi Arabia

Employment Type : Full-time

Key Responsibilities

1. Preparation & Planning Phase

• Receive project requirements from clients and fully understand the technical and creative details.
• Develop detailed execution plans and timelines for all project phases.
• Coordinate with relevant departments (Design, Production, Procurement, Marketing).
• Prepare quotations, ensure alignment with the required scope of work, present them to clients, and follow up for approvals.
• Obtain all necessary permits and approvals from organizers or government entities.

2. Execution Phase

• Coordinate efforts among suppliers, contractors, and the internal team to ensure timely implementation.
• Follow up on material and equipment delivery according to schedule.
• Oversee booth construction, décor installation, lighting setup, and audiovisual components.
• Manage suppliers during all technical and logistical tasks, ensuring high-quality delivery.
• Facilitate daily communication between the client and team leaders to address any immediate notes or adjustments.
• Monitor the quality of work to ensure compliance with approved specifications.

3. Event Day

• Ensure all teams adhere to timelines, quality standards, and safety regulations.
• Handle any urgent issues or feedback from the client or event organizer promptly and efficiently.

4. Post-Event Phase

• Supervise dismantling activities and ensure materials are returned to storage.
• Prepare a final report including observations and recommendations for future improvements.
• Follow up on payments and invoices in coordination with the Finance Department.
• Additional General Duties
• Complete all procedures and permits related to exhibitions and event participation.
• Maintain full coordination between suppliers and internal teams to ensure smooth operations.
• Ensure continuous communication between company managers and execution teams to achieve project goals.
• Carry out any additional coordination tasks related to events, exhibitions, and booth setups.

Requirements

• Minimum of 2 years of experience in events & exhibitions coordination or project execution management.
• Strong organizational, communication, and time-management skills.
• Proficiency in Microsoft Office and project management tools.
• Ability to work under pressure and within a team environment.
• Basic knowledge of design principles, exhibition build-ups, and supplier management.