Senior Project Coordinator

About the Company

A-Z Experience specializes in creating interactive events, immersive exhibitions, brand engagements, and memorable experiences. The company integrates creative design, project management, production, fabrication, and event execution to deliver comprehensive experiential solutions from concept to completion.

Role Overview

The Senior Project Coordinator serves as a pivotal member of the Project Management and Operations team in Jeddah. This position is ideal for someone with foundational expertise in project coordination who is ready to take on greater initiative and responsibility. The role involves independently managing small-scale projects, while also providing essential support to the Project Managers during the planning and execution of larger initiatives.

Key Responsibilities

• Oversee smaller projects independently from inception through to execution and closure, ensuring thorough planning, stakeholder coordination, and timely delivery.
• Assist Project Managers on expansive events, exhibitions, and brand activations by managing schedules, documentation, and follow-ups.
• Update and maintain all relevant project tracking tools including schedules, procurement logs, action lists, approval registers, and contact records.
• Handle supplier communications, gather and manage quotations, coordinate logistics, and prepare samples and necessary files for project stakeholders.
• Create and distribute project documentation such as meeting minutes, briefing packs, purchase requests, and checklists.
• Communicate accurate requirements and approvals to internal teams and suppliers, ensuring clarity on specifications, deadlines, and deliverables.
• Consistently follow up with various stakeholder teams such as Creative, Production, Fabrication, Logistics, and Procurement to ensure project momentum.
• Identify and escalate potential project risks, unresolved approvals, and delays to avoid negative impact on delivery timelines.
• Support the management of project budgets, collect necessary supplier documentation, and compile records for project closure.
• Attend site visits, assist during event installation, live operations, and post-event dismantling as needed.
• Mentor and advise Project Coordinators regarding professional communication and the quality of documentation and follow-up procedures.

Qualifications and Experience

• 2 to 3 years’ experience in project coordination within events, exhibitions, production, procurement, or similar sectors.
• Proven capability to independently manage small-scale projects or substantial parts of larger projects.
• Hands-on experience interacting with suppliers, managing procurement cycles, and following up on production requirements.
• Proficient in using spreadsheets and project tracking software for effective documentation management.
• Exceptional organizational skills, prioritization, and keen attention to detail.
• Excellent verbal and written communication with the ability to maintain a professional standard in all interactions.
• Capacity to handle multiple deadlines and coordinate with various stakeholders at once.
• Adaptability under pressure, particularly in urgent project or live-event situations.
• Willingness to support events on-site, including working irregular hours as events demand.

Success Indicators

• Maintained accuracy and up-to-date information within all project tracking tools.
• Timely closure of actions and fulfillment of supplier requirements.
• Consistent delivery of small projects within agreed scope, budget, and deadlines.
• Early escalation of any missing information, risks, or project delays.
• Effective distribution of comprehensive instructions to both internal and external stakeholders.
• Completion and submission of all required project closeout documentation.

Career Development

This role offers opportunities for professional growth into junior project management positions based on individual performance and capability.