Production Coordinator Electra Events & Exhibitions

The coordinator is responsible for managing the entire lifecycle of fabrication and production activities, from project kick-off to site delivery. This includes planning, scheduling, coordinating with internal teams and suppliers, monitoring progress, and ensuring all activities align with design specifications, deadlines, and budget requirements. The coordinator also facilitates seamless communication across all involved departments and oversees site logistics and resource allocation.

Main Accountabilities

1.Project Kick-off:

• Coordinate with the Project Manager (PM) to obtain necessary files, including the Scope of Work (SOW), budget, technical details (TD), and 3D visuals.
• Schedule the project kick-off meeting with all relevant stakeholders to align project goals, timelines, and expectations.

2. Initial Planning and Coordination:

• Work with the Operations Managers of fabrication departments to coordinate workflow, prioritize tasks, and align fabrication activities across different departments.
• Prepare the production schedule with the PM based on delivery priorities, ensuring that the fabrication team has all necessary information to carry out production according to the set priorities.

3. Production Scheduling and Communication:

• Act as the main point of contact for the fabrication team, addressing questions, confirming work scheduling, and ensuring that production deadlines are met.
• Coordinate with department supervisors to monitor progress, discuss potential delays, and communicate updates from project managers or other departments.

4. Coordination with Suppliers and Operations:

• Coordinate and follow up with all departments to ensure timely receipt of sample deliveries.
• Work with the procurement team to ensure suppliers have the necessary measurements and installation schedules and follow up to ensure the timely delivery of goods during the fabrication stage.

5. Monitoring and Progress Follow-up:

• Conduct follow-up meetings with the production team to track the progress of work, identify delays, and recommend or take actions to mitigate potential risks to meet build-up schedules.
• Oversee the quality of work being performed to ensure it meets the design specifications.

6. Budget and Documentation Control:

• Monitor he project budget, ensuring that costs are tracked, reported, and any variations are documented.
• Maintain up-to-date records of job activities and ensure proper documentation is shared with the Project Manager or Account Manager.
• Ensure that production libraries are updated with new techniques and products after project completion.

7. Site Delivery and Completion:

• Ensure the build-up schedule is received from the Project Manager (PM).
• Ensure that the site team has all necessary permits to execute the work.
• Coordinate with departments to provide the crew list requested by the PM.
• Raise LOF for project-related transport needs and manage any site logistics until final delivery.
• Prepare the delivery schedule and ensure materials are shipped according to the agreed schedule and sequence.
• Coordinate site activities to ensure all resources and crew are in place for successful site delivery.
• Follow up with the site team on the build-up schedule, addressing any delays or issues.
• Coordinate with the site PM to monitor build-up progress and provide updates to the senior manager.
• Coordinate with site PM for any additional requirements.
• Place cash requests with the finance team and ensure proper settlement after project completion.
• Raise any internal requests for site scaffolding, water, and other site-related needs.
• Follow up with the PM for post-site material handling (e.g., scrap or storage).
• Coordinate with the PM and store team for material storage in accordance with process requirements and ensure proper documentation.

8. Health, Safety, and Environmental Compliance:

• Ensure adherence to Health, Safety, and Environmental (HSE) policies set by the company throughout the entire project lifecycle