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1. About the role

We are seeking an organised and proactive Freelance Project Coordinator for a fixed-term contract based in Abu Dhabi from October to December 2026, with exact dates to be confirmed.

The Project Coordinator will support the Project Manager with the planning, administration and delivery of one specific live event project. The role will cover project schedules, meeting actions, supplier procurement, cost tracking, documentation, accreditation and communication between the client, internal teams and appointed suppliers.


The successful candidate will help maintain accurate project information, monitor key deadlines and coordinate administrative and operational requirements to ensure the project is delivered efficiently, safely and in accordance with the approved scope, budget and schedule.

2. Key Responsibilities

  • Support the Project Manager throughout the planning, production, live delivery, dismantling and closure of the assigned project.
  • Attend project meetings, record key decisions and action points, track responsibilities and follow up with relevant stakeholders to ensure deadlines are achieved.
  • Prepare and maintain project schedules, resource plans, delivery milestones, payment schedules, call sheets, rooming lists and regular status updates.
  • Maintain an accurate and organised project folder, ensuring that schedules, approvals, supplier information and supporting documentation are filed correctly and remain accessible.
  • Distribute project information to the client, internal teams and appointed suppliers professionally and on time, highlighting approaching deadlines or potential delays.
  • Coordinate required project documentation, including work permits, accreditation, risk assessments, method statements, health and safety records and closure reports.
  • Support supplier procurement by preparing scopes of work, requesting and reviewing quotations, negotiating rates and completing supplier-selection and purchase-order documentation.
  • Coordinate supplier milestones, monitor agreed deliverables and act as the liaison between the Project Manager and suppliers regarding feedback, revisions and project requirements.
  • Assist with project cost tracking by checking quotations, monitoring assigned budget items and maintaining transparent and accurate procurement records.
  • Provide administrative support for project proposals, delivery and closedown while ensuring that all teams and suppliers remain fully briefed on responsibilities and deadlines.

3. Qualifications & Requirements

  • Based in Abu Dhabi or able to commute easily to the project site.
  • Professional fluency in English, written and spoken.
  • Previous experience as a Project Coordinator, Event Coordinator or in a similar role within live events, experiential production or exhibitions.
  • Good understanding of event planning and delivery processes, including creative development, production, supplier coordination and site operations.
  • Strong organisational and administrative skills, with experience maintaining schedules, action trackers, payment plans and project documentation.
  • Experience requesting supplier quotations, preparing scopes of work and monitoring procurement and delivery deadlines.
  • Good numerical skills and the ability to support project budgets, cost tracking and quotation comparisons accurately.
  • Excellent communication and teamwork skills, with the ability to coordinate effectively between clients, project teams and third-party suppliers.
  • Strong attention to detail and the ability to identify approaching deadlines, missing information or potential project issues.
  • A professional understanding of confidentiality, including the appropriate handling of sensitive client, project and commercial information.
  • Proficiency in Microsoft Word, Excel and PowerPoint, with the ability to navigate, measure and export information from SketchUp and AutoCAD files.
  • Ability to work under pressure, manage changing priorities and respond effectively to last-minute project requirements.
  • Availability for the full freelance contract period from October to December 2026, with exact dates to be confirmed.
  • Flexibility to work extended hours, evenings and weekends when required during project delivery and live-event operations.

3 month Contract

on Site

Closing date 30/9/2026

Apply Now

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About Evolution

Evolution Services is a full-service event partner, delivering specialist solutions across Scenic, Technical, Site Services, Furniture, and Prop Shop. From our facilities in Dubai and Riyadh, we operate one of the region’s largest inventories—covering everything from technical production and site infrastructure to scenic fabrication, prop creation, and custom furniture rentals.


With in-house design, creative, and production teams, we support agencies, producers, and clients across the GCC—whether providing individual services or managing full event delivery. Our experienced teams combine creativity, functionality, and precision to bring standout experiences to life, no matter the scale.

Frequently Asked Questions

Do I need previous event industry experience?

Not always. While some specialist roles require relevant qualifications or industry experience, we also welcome applications from people with transferable skills, practical experience and a willingness to learn. Every application is considered on its own merits.

What types of roles are available at Evolution?

Our specialist companies recruit across a wide range of disciplines, including project management, event operations, scenic fabrication, carpentry, metalwork, technical production, lighting, audio visual, logistics, warehousing, furniture operations, administration, finance, HR, marketing and creative services. Opportunities vary throughout the year depending on project requirements and business growth.

Which Evolution companies could I work for?

Career opportunities may be available across Evolution Events, Evolution Scenic, Evolution Technical, Evolution Site Services, Evolution Furniture, Evolution Prop Shop, Evolution Table Art, Evolution Flight cases and other specialist businesses within the Evolution group. Depending on the role, some positions may also support multiple companies across the group.

Where are Evolution's offices and facilities located?

Evolution operates from major facilities in Dubai and Riyadh — including our 180,000 sq. ft. Dubai hub in Jebel Ali Industrial Area and our 160,000 sq. ft. facility in Riyadh — supporting projects throughout the UAE, Saudi Arabia and the wider GCC. Some positions are office-based, while others involve workshop, warehouse or on-site project environments.

What is it like to work at Evolution?

With over 280 team members and 1,000+ skillsets across the group, Evolution brings together specialists from every discipline of live event production under one roof. Our teams work collaboratively across departments, often supporting some of the largest and most technically complex events in the region — from concept through to on-site delivery.

Can I submit my CV even if there isn't a suitable vacancy advertised?

Yes. We're always interested in hearing from talented people. If your skills and experience match future opportunities within the Evolution group, our recruitment team may contact you when a suitable position becomes available.

Do you offer internships or graduate opportunities?

From time to time we offer internships, graduate positions and entry-level opportunities across different areas of the business. If you're interested in starting your career with Evolution, we'd encourage you to submit your CV and tell us about your interests.

What does the application process look like?

Applications are submitted online through our careers page. Our recruitment team reviews every submission against current and upcoming role requirements, and shortlisted candidates are contacted directly to discuss next steps, which may include an interview and, for some roles, a practical assessment.

Will I be contacted after submitting my application?

Every application is reviewed by our recruitment team. If your experience matches a current or future opportunity, we'll be in touch. Due to the volume of applications we receive, we're not always able to respond individually to every submission.

Do you support relocation or visa sponsorship?

Evolution support visa sponsorship and relocation for candidates joining us from outside the UAE or Saudi Arabia. Details are discussed directly with shortlisted candidates as part of the offer process.

Are there opportunities for career growth within the group?

Yes. Many of our team members progress across roles and specialist companies as they build experience, and we support ongoing training and development. Working across such a broad range of disciplines means there's often room to grow in a direction that fits your interests.

What qualities do you look for when recruiting?

Core skills and relevant experience are important, but so are attitude, teamwork, reliability and a commitment to delivering high-quality work. We're looking for people who enjoy solving problems, working collaboratively and taking pride in helping deliver successful projects.