Project Coordinator Cum Account Coordinator – Events & Exhibitions
Coordinator
Job Id :1000531330
Description
Job Description: Project Coordinator cum Account Coordinator – Events & Exhibitions
Location: Bahrain
Department: Projects & Client Servicing
Experience: Minimum 3–4 years of relevant experience
Employment Type: Full-time
Reports To: Project Manager / Operations Manager
Job Summary
We are seeking a proactive, organized, and client-focused Project Coordinator cum Account Coordinator to join our Events & Exhibitions team in Bahrain.
The successful candidate will be responsible for managing day-to-day client communication, understanding project requirements, coordinating quotations and approvals, and overseeing the smooth execution of events, exhibitions, exhibition stands, branding, and other related projects.
This role requires a combination of account management, client servicing, project coordination, supplier management, and on-site execution. The ideal candidate should be capable of managing multiple client accounts and projects simultaneously while ensuring deadlines, budgets, quality standards, and client expectations are met.
Key Responsibilities
1. Account Coordination & Client Servicing
• Act as the primary point of contact for assigned client accounts and manage day-to-day client communication.
• Build and maintain strong, professional relationships with existing clients.
• Understand client requirements, project briefs, objectives, budgets, and timelines.
• Prepare and coordinate quotations, proposals, presentations, and project estimates in collaboration with the relevant teams.
• Follow up on client enquiries, approvals, purchase orders, artwork, feedback, and outstanding payments in coordination with the accounts department.
• Keep clients updated on project progress, changes, timelines, and deliverables.
• Identify opportunities for repeat business and additional services within existing client accounts.
• Handle client concerns professionally and coordinate timely resolution.
2. Project Planning & Coordination
• Coordinate projects from initial briefing and client confirmation through planning, production, execution, and final handover.
• Prepare project schedules, timelines, task lists, and delivery plans.
• Coordinate with design, production, fabrication, procurement, logistics, and installation teams.
• Ensure project requirements, specifications, deliverables, and deadlines are clearly communicated to all stakeholders.
• Monitor project progress and follow up on outstanding tasks to ensure timely completion.
• Identify potential delays, operational challenges, and risks, and escalate issues when necessary.
3. Design, Production & Execution Coordination
• Coordinate with designers on concepts, 3D visuals, layouts, artwork, and technical drawings.
• Obtain client approvals before proceeding with production or fabrication.
• Follow up with production teams and suppliers on printing, branding, exhibition stands, carpentry, furniture, lighting, AV, and other event requirements.
• Ensure deliverables are produced according to approved designs, specifications, and quality standards.
• Coordinate deliveries, installation schedules, site access, and dismantling activities.
• Attend site visits and support on-site event and exhibition execution as required.
4. Quotation, Budget & Supplier Management
• Coordinate project costing, quotations, purchase requests, and client proposals.
• Obtain and compare supplier and subcontractor quotations where required.
• Track project costs against approved budgets and report potential cost overruns.
• Coordinate purchase orders, supplier confirmations, material deliveries, and project documentation.
• Ensure additional client requirements and scope changes are documented and approved before implementation.
• Support invoice preparation and payment follow-ups in coordination with the accounts and finance teams.
5. Client Reporting & Documentation
• Maintain accurate records of client communications, project briefs, quotations, approvals, purchase orders, and project schedules.
• Prepare regular project status updates for clients and management.
• Maintain trackers for ongoing projects, pending approvals, deadlines, and outstanding actions.
• Coordinate post-event feedback, client satisfaction follow-ups, and project closure documentation.
• Ensure all project information is properly documented and communicated to the relevant teams.
Qualifications & Experience
• Bachelor's degree or diploma in Business Administration, Marketing, Event Management, Project Management, or a related field.
• Minimum 3–4 years of relevant experience in account coordination, client servicing, project coordination, events, exhibitions, advertising, branding, or event production.
• Experience managing client accounts and coordinating projects simultaneously.
• Previous exposure to exhibition stand construction, event production, branding, printing, or fabrication is an advantage.
• Strong proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience with project tracking tools or CRM systems is an advantage.
• Excellent written and spoken English. Arabic is an advantage.
• Familiarity with the Bahrain business environment, local suppliers, and event venues is preferred.
Required Skills & Competencies
• Excellent client communication and relationship management skills.
• Strong project planning, coordination, and organizational abilities.
• Ability to manage multiple clients, projects, and competing deadlines.
• Strong follow-up, negotiation, and problem-solving skills.
• Commercial awareness and an understanding of quotations, budgets, and project costs.
• Ability to coordinate effectively with creative, production, and operations teams.
• Attention to detail and a proactive, accountable approach to work.
• Ability to work under pressure and maintain a professional attitude.
• Willingness to work flexible hours, including evenings, weekends, and public holidays when required for events.
Key Performance Indicators (KPIs)
• Client satisfaction, retention, and quality of communication.
• Timely response to client enquiries and follow-up on outstanding requirements.
• On-time completion of projects and agreed deliverables.
• Accuracy and timeliness of quotations, approvals, and project documentation.
• Effective coordination between clients, suppliers, designers, and production teams.
• Adherence to approved project budgets and proper documentation of variations.
• Repeat business and identification of additional opportunities within existing accounts.
• Successful execution and closure of assigned projects.
How to Apply
Interested candidates should submit their CV to hr@sunlightintex.com