Admin Coordinator (Open to Fresh Graduates)

Responsibilities

Administrative Support

• Prepare and process required documents for technicians and event staff, including work permits and accreditation.
• Log and update staff shifts in the CRM for operational, invoicing, and payroll purposes, ensuring accuracy with the final event schedules.
• Assist in reconciling timesheets and payroll in coordination with the Account Manager and Finance team.
• Maintain organized records of contracts, schedules, and operational documents.

Coordination & Communication

• Liaise with the Operations team, suppliers, and event staff to ensure smooth information flow.
• Support in scheduling manpower for events, ensuring proper resource allocation for Followspot, backstage, and F&B teams.
• Coordinate candidate availability, rates, and project details with relevant stakeholders.
• Assist in maintaining and updating contact lists for event supervisors across Dubai, KSA, and Qatar.

Database & Resource Management

• Maintain and update the staff database, ensuring all records are accurate and complete.
• Monitor staffing levels to ensure readiness for upcoming projects.
• Assist with recruitment and onboarding documentation for new event staff.

General Support

• Provide ad-hoc administrative support as required by senior management.
• Support special projects and operational initiatives as assigned.

Requirements

• Bachelor’s degree or equivalent preferred
• Excellent organizational and multitasking abilities
• Strong communication and interpersonal skills
• Ability to handle confidential information
• Proficiency with Microsoft Office Suite and CRM systems
• Attention to detail and accuracy
• Ability to work onsite in Dubai

Preferred Qualifications

• Previous experience or internship in a similar administrative or events coordination role
• Experience using CRMs or staff management databases
• Knowledge of UAE labor documentation processes

Benefits

About the Company

THE Production TEAM is the specialist recruitment division of the Spendlove Group, bringing together deep industry expertise in events, production, and entertainment recruitment. With direct access to leading event professionals globally, we support our clients in filling permanent, freelance, and contract roles in prestigious projects. Operating from offices in the UK and Middle East, we ensure the best talent for events, conferences, exhibitions, ceremonies, and more.