Senior Freelance Event Production Coordinator, Documentation and Systems

<div><h3>Position Purpose</h3><p>We are seeking great Senior Freelance Event Production Coordinators, Documentation and Systems for upcoming project work. The Senior Freelance Event Production Coordinator, Documentation and Systems is responsible for the systematic creation, ongoing management, and periodic distribution of project documentation in conjunction with the overall event strategy. This role ensures that all project records are accurate, up to date, properly stored, and easily available to relevant stakeholders upon request. This position will ensure all documents are created and presented to a high presentation standard for client/external uses. A key deliverable of this position is creating and maintaining the event across all departments and milestones; ensuring its accuracy and tracking all changes. This role supports and reports to Event Management and may interface directly with TAIT and Event executives. Event Management operates as the Account Management department, which manages client and partner relationship as well as overseeing all other festival departments. Staff working in this department will be expected to work cross-functionally to collaborate and support each other on daily tasks and duties.</p><p>Role will require both advance, remote work and on ground presence in Riyadh, KSA for the months of November and December 2026.</p><h3>Responsibilities</h3><h3>Event Schedule</h3><ul><li>Creation and maintenance of the Event Schedule using a live, online platform (Smartsheet, Airtable or similar). This includes maintaining the schedule for specific phases, projects, or departments (such as Build, Show and Load Out.)</li><li>Maintaining data for accuracy across all departments, ensuring close communication with relevant teams – including Partners / Suppliers as well as internal project departments</li><li>Maintaining the agreed criteria for Event Schedule items.</li><li>Pro-actively tracking and escalating any changes, shifts or slippage to the schedule to Event Management Team.</li><li>Maintaining Event Milestones in an externally facing format.</li></ul><h3>Document Creation</h3><ul><li>Create and maintain project documents, including but not limited to: Process and Workflow documentation, project guides, project reports – for internal and external audiences, onboarding documentation and internal&external communication pieces as needed.</li><li>Project Templates for team use</li><li>Ensure all documents are created to a high presentation standard inclusive of brand guidelines.</li><li>As required, refine and present provided information in a clear, structured, and visually engaging format.</li></ul><h3>Project Master Deck</h3><ul><li>Create and maintain a master client project deck for regular distribution, ensuring it is designed to a high presentation standard.</li><li>Work with Event and Department Coordinators to ensure this is accurate and continuously kept up to date to reflect the latest status and that it represents a "source of truth" of the overall project.</li></ul><h3>Project Reporting</h3><ul><li>Lead the creation and management of project reporting such as weekly client project reports, milestone and deliverables tracking and status reports.</li><li>Support in the creation of required post event reports and documents.</li></ul><h3>Change Log</h3><ul><li>Lead in the creation of Change Logs for select Project Fundamental Documents, including but not limited to: Site Plan Drawing(s), Staffing Grid, Schedule, RFP Tracker</li><li>Logs should include a high level of detail, tracking dates, contact information, and change rationale.</li></ul><h3>Document Control&Administration</h3><ul><li>Set up and maintain document control systems in accordance with project procedures.</li><li>Register all incoming and outgoing project documents in central repository (Box). Confirm all documents are properly indexed, categorized, and searchable.</li><li>Maintain master document register and document status reports.</li><li>Manage document revisions, always ensuring correct version control and withdrawing superseded documents.</li><li>Oversee periodic and end of project reviews of department file systems to capture current relevant information and certify alignment with project filing systems and searchability for the client and/or other teams.</li></ul><h3>Document Distribution</h3><ul><li>Distribute documents to internal teams, clients, and external stakeholders as per distribution lists and established cadence.</li><li>As documents are received, ensure they are distributed to relevant parties and teams.</li><li>Ensure timely issuance of documents in accordance with project schedules and cadences.</li></ul><h3>Project Support and Coordination</h3><ul><li>Liaise with Event Management and project departments to coordinate document workflows.</li><li>Interface with suppliers and client to provide documentation as required.</li><li>Provide guidance and training to project staff on document cont