Senior Freelance Event Production Coordinator, Documentation and Systems NEW

Overview

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock 'n' roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT's 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics.

Position Purpose: We are seeking great Senior Freelance Event Production Coordinators, Documentation and Systems for upcoming project work. The Senior Freelance Event Production Coordinator, Documentation and Systems is responsible for the systematic creation, ongoing management, and periodic distribution of project documentation in conjunction with the overall event strategy. This role ensures that all project records are accurate, up to date, properly stored, and easily available to relevant stakeholders upon request. This position will ensure all documents are created and presented to a high presentation standard for client/external uses. A key deliverable of this position is creating and maintaining the event across all departments and milestones; ensuring its accuracy and tracking all changes.

This role supports and reports to Event Management and may interface directly with TAIT and Event executives. Event Management operates as the Account Management department, which manages client and partner relationships as well as overseeing all other festival departments. Staff working in this department will be expected to work cross-functionally to collaborate and support each other on daily tasks and duties.

Role will require both advance, remote work and on ground presence in Riyadh, KSA for the months of November and December 2026.

Responsibilities

• Event Schedule: Creation and maintenance of the Event Schedule using a live, online platform (Smartsheet, Airtable or similar). This includes maintaining the schedule for specific phases, projects, or departments (such as Build, Show and Load Out).
• Event Schedule: Maintaining data for accuracy across all departments, ensuring close communication with relevant teams - including Partners / Suppliers as well as internal project departments.
• Event Schedule: Maintaining the agreed criteria for Event Schedule items.
• Event Schedule: Proactively tracking and escalating any changes, shifts or slippage to the schedule to Event Management Team.
• Event Schedule: Maintaining Event Milestones in an externally facing format.

Document Creation

• Document Creation: Create and maintain project documents, including but not limited to: process and workflow documentation, project guides, project reports - for internal and external audiences, onboarding documentation and internal & external communication pieces as needed.
• Document Creation: Project Templates for team use.
• Document Creation: Ensure all documents are created to a high presentation standard inclusive of brand guidelines.
• Document Creation: As required, refine and present provided information in a clear, structured, and visually engaging format.

Project Master Deck

• Project Master Deck: Create and maintain a master client project deck for regular distribution, ensuring it is designed to a high presentation standard.
• Project Master Deck: Work with Event and Department Coordinators to ensure this is accurate and continuously kept up to date to reflect the latest status and that it represents a "source of truth" of the overall project.

Project Reporting

• Project Reporting: Lead the creation and management of project reporting such as weekly client project reports, milestone and deliverables tracking and status reports.
• Project Reporting: Support in the creation of required post event reports and documents.

Change Log

• Change Log: Lead in the creation of Change Logs for select Project Fundamental Documents, including but not limited to: Site Plan Drawing(s), Staffing Grid, Schedule, RFP Tracker.
• Change Log: Logs should include a high level of detail, tracking dates, contact information, and change rationale.

Document Control & Administration

• Document Control & Administration: Set up and maintain document control systems in accordance with project procedures.
• Document Control & Administration: Register all incoming and outgoing project documents in central repository (Box). Confirm all documents are properly indexed, categorized, and searchable.
• Document Control & Administration: Maintain master document register and document status reports.
• Document Control & Administration: Manage document revisions, always ensuring correct version control and withdrawing superseded documents.
• Document Control & Administration: Oversee periodic and end of project reviews of department file systems to capture current relevant information and certify alignment with project filing systems and searchability for the client and/or other teams.

Document Distribution

• Document Distribution: Distribute documents to internal teams, clients, and external stakeholders as per distribution lists and established cadence.
• Document Distribution: As documents are received, ensure they are distributed to relevant parties and teams.
• Document Distribution: Ensure timely issuance of documents in accordance with project schedules and cadences.

Project Support and Coordination

• Project Support and Coordination: Liaise with Event Management and project departments to coordinate document workflows.
• Project Support and Coordination: Interface with suppliers and client to provide documentation as required.
• Project Support and Coordination: Provide guidance and training to project staff on document control procedures and systems and provide support in locating and retrieving documents.
• This role is fluid in nature and may vary by project phase based on needs.

Position Requirements

• Bachelor's degree and 2 years minimum of event experience or similar.
• Past experience in the GCC area required, especially KSA, Dubai, Qatar, etc.
• Have excellent interpersonal & communication skills, both verbal & written.
• Fluent English is a requirement for this position. Arabic or Urdu proficiency preferred but not required.
• Positive, "can do" attitude and approach to all tasks.
• Exceptional attention to detail, maintaining high degree of accuracy and presentation
• Computer skills: Macintosh OS or Windows platform using Microsoft Office, especially Outlook, Excel, and Powerpoint
• Creatively focused, with a keen eye for presentation / document layout.
• Experience using AirTable, Google docs, Smartsheet, or similar database and tracking software(or willing to learn).
• Flexibility to work irregular hours, including evenings, weekends, and holidays, based on event schedules.
• Ensure that all work conforms to pre-established specifications & standards.
• Take initiative, multi-task, and work positively in a fast-paced environment.
• Work with discretion, diplomacy, confidentiality, and tact in high-pressure settings.
• Demonstrate a sense of urgency & act responsively.
• Work independently as well as within a team environment.
• Supremely organized, detail-oriented, and thorough.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.