Production Coordinator (Freelance Opportunities)

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

Job Outline: Production Coordinator (Freelance Opportunities)

The Production Coordinator is responsible for the administrative areas of assigned project(s) under the direction of the event management team. This role supports and reports to the Project Manager and may interface directly with TAIT and Client executives. The Production Coordinator is responsible for creating and maintaining administrative resources overall for the event.

Areas Of Focus

• Project Advance
• Assist event management team in advancing all elements of the projects from start to finish. This will include supporting in RFP development, procurement, schedule management, supplier advancing, project communications, staff onboarding, drawing development, and more.
• Special Project Producing
• Supporting Producers and Associate Producers on cross departmental special projects as required,
• Admin & Operational Plans
• Work with event management to track, edit, and gather information for a variety of client documentation, decks, presentation and operational.
  

General Duties

• Creation and maintenance of department documents, trackers, and resources.
• Act as an information source to all Heads of Department, staff, suppliers, and client representatives, working to help them find the answers they need.
• Lead on meeting scheduling across multiple time-zones and availabilities. This includes coordinating with executive staff and suppliers to find suitable times across very busy schedules.
• Assist with event wide and department meetings (Video Conference, Call, in-person, as appropriate) to deliver updates and communication as well as funnel updates to event management. This includes sending meeting invites, creating detailed agendas, taking and distributing notes, and updating task lists and trackers to communicate decisions and requests made.
• Update event schedule based on feedback from all department heads, work with event management to ensure schedule changes align with overall festival strategy.
• Create and maintain Master Operational Plan, based on input from Management & Department Leads.
• Assist Event Management in development of reports and presentations to highlight achievements and progress actions on projects.
• Assist with the creation of the After-Actions post event report, including qualitative feedback and data/metrics developed throughout the execution of the event.
• Assist with the collection of a post event evaluation survey from all contractors to assess the success of the event and identify areas for improvement in future events.
• As time permits, assist in pre-production on other areas of project(s), as required and as the project develops.
• This role is fluid in nature and may vary by project phase based on needs..
  
  

Qualifications

• 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.
• Bachelor's degree or 2 years minimum of event experience or similar.
• Past experience in the GCC area required, especially KSA, Dubai, Qatar, etc.
• Preferred candidate would reside in KSA, Dubai, MENA, or Europe and able to be on ground up to 8 weeks in KSA.
• Computer skills: Macintosh OS or Window platform using Microsoft Office, especially Outlook, Excel, and Powerpoint
• Experience using Monday.com, AirTable, Google docs, 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.
• Able to lift up to 30 pounds and be on feet for long durations.

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.