About A-Z Experience and the Senior Project Coordinator Role

A-Z Experience is a company specializing in experiential events and creative solutions, delivering events, exhibitions, conferences, brand activations, and immersive experiences. The company integrates project management, creative development, experiential design, fabrication, production, and live operations to deliver comprehensive experiences from brief to execution.

We are seeking a Senior Project Coordinator to join our Project Management & Operations team in Jeddah, Makkah. This full-time role is designed for a professional with 5-10 years of experience who can independently lead small-scale projects while providing support to Project Managers and Senior Project Managers on larger, more complex initiatives. The successful candidate will manage multiple workstreams, coordinate internal teams and suppliers, maintain accurate project records, and support on-site execution.

Key Responsibilities

• Lead and manage assigned small-scale projects from initial brief and planning through supplier coordination, site delivery, and project closeout.
• Support Project Managers and Senior Project Managers in the delivery of larger events, exhibitions, and activations.
• Maintain accurate project schedules, action lists, procurement trackers, approval logs, contact lists, and delivery trackers.
• Coordinate quotations, supplier information, samples, venue requirements, logistics, and project documentation.
• Prepare meeting notes, project packs, purchase requests, operational checklists, and site-related documentation.
• Ensure accurate communication of instructions, quantities, dimensions, deadlines, and approved file versions to suppliers and internal teams.
• Follow up consistently with Creative, Production, Fabrication, Logistics, Procurement, and other project stakeholders.
• Monitor outstanding actions, missing approvals, and potential conflicts, escalating risks before they impact delivery.
• Support budget-commitment tracking and collect supplier documents, delivery records, and closeout information.
• Support site visits, installation, live-event operations, and dismantling as required.
• Guide Project Coordinators on documentation quality, follow-up standards, and professional communication.

Qualifications and Experience

• 5-10 years of demonstrated experience independently coordinating or leading small-scale projects or substantial project workstreams.
• Strong experience dealing directly with suppliers and following up on quotations, samples, production requirements, and deliveries.
• Proficiency in spreadsheet applications, project-tracking tools, and documentation management.
• Excellent organizational skills, prioritization abilities, and attention to detail.
• Professional communication and follow-up skills.
• Ability to manage multiple deadlines and stakeholders simultaneously.
• Ability to remain composed and solution-oriented during urgent project and live-event situations.
• Availability to support site work and event schedules when required.

Indicators of Success

A successful Senior Project Coordinator will demonstrate performance through the following outcomes:

• Project information and trackers are consistently accurate and current.
• Actions and supplier requirements are completed on schedule.
• Small-scale projects are delivered within the approved scope, budget, and timeline.
• Missing information, potential risks, and delays are identified and escalated proactively.
• Internal teams and suppliers receive complete and accurate instructions.
• Project closeout documents are completed properly.

Career Development

This position offers the opportunity to take significant ownership of projects and provides a clear development path toward the Junior Project Manager level, based on demonstrated performance, capability, and readiness.

Application Process

Interested candidates are invited to submit an updated CV that clearly highlights relevant project-coordination, events, production, or supplier-management experience. Shortlisted candidates may be requested to discuss examples of projects or workstreams they have independently coordinated or led.