Project Coordinator - Live Events & Staging

OBJECTIVE:

• The Project Coordinator - Live Events & Staging is a project-support position that assists the Project Management, Sales, and Operations teams with the organization of live-event projects.
• The role focuses on keeping project information organized, updating schedules and task lists, following up on assigned items, and preparing routine documents under the direction of the Director of Operations and assigned Project Manager.
• This position is ideal for an organized and dependable individual with live-event experience—including festivals, concerts, corporate events, or brand activations—who is comfortable learning new systems and interested in developing into a Project Manager role.

DUTIES:

• Provide administrative and coordination support to Project Managers and the Operations Team.
• Maintain project files, checklists, schedules, contact information, drawings, approvals, and other project records.
• Enter and update project information in company systems using information approved by a Project Manager.
• Track assigned tasks and upcoming dates and follow up with the appropriate team members.
• Gather missing project information and bring questions, conflicts, or possible delays to the Project Manager.
• Prepare routine project documents, contact lists, site information, schedules, and meeting notes.
• Assist with internal project meetings, production meetings, and project handoffs.
• Communicate routine information to clients, suppliers, or subcontractors when directed.
• Support project load-ins, event work, and load-outs from the office or onsite when required.
• Complete other related support duties as assigned.

Project Support and Scheduling:

• Assist Project Managers in building and updating project schedules and work-back schedules using established templates.
• Record key dates for client information, drawings, purchasing, print, fabrication, rentals, delivery, installation, event activity, and removal.
• Update schedules and task lists when approved project details change.
• Follow up on assigned outstanding items and report overdue information to the Project Manager.
• Help coordinate routine details for labour, trucking, equipment, rentals, travel, accommodations, and site access.
• Distribute current approved schedules and project documents to the appropriate team members.
• Flag overlapping dates, missing information, or other concerns for Project Manager review.

Quote and Sales Support:

• Assist with smaller or less complex quotes under the direction of a Sales Representative or Project Manager.
• Enter approved quantities, labour, equipment, fabrication, print, transportation, rental, and purchased-item information into quotes.
• Request and organize pricing from internal departments, suppliers, and subcontractors.
• Check quotes for missing information, dates, quantities, and obvious errors before submitting them for review.
• Maintain organized quote versions, client information, correspondence, and approvals.
• Support the handoff of confirmed work from Sales to Project Management and Operations.
• Record additions or changes that may affect pricing and bring them to the appropriate manager for review.

General Administration and Communication:

• Attend project, production, scheduling, and sales-handoff meetings as required.
• Take meeting notes and record action items, responsibilities, and due dates.
• Maintain organized electronic project folders and file documents in the correct location.
• Assist with purchase-order requests, supplier paperwork, packing slips, receipts, timesheets, and delivery records.
• Assist with project closeout by organizing final documents and identifying missing paperwork.
• Communicate professionally and maintain confidentiality regarding clients, pricing, employees, and company information.

SKILLS & EXPERIENCE REQUIREMENTS:

• Previous experience in administration, coordination, customer service, sales support, event production, or a similar environment is preferred but not required.
• Equivalent transferable experience, education, and demonstrated organizational ability will be considered.
• An interest in live events, production, logistics, or project management.
• Strong organizational skills and attention to detail.
• The ability to follow instructions, use established processes, and complete assigned work accurately.
• The ability to manage task lists, meet deadlines, and ask for direction when priorities conflict.
• Clear and professional written and verbal communication skills.
• Comfort asking questions when information is missing or unclear.
• Working knowledge of Microsoft Outlook, Word, Excel, Teams, and shared filing systems.
• Experience with rental, quoting, scheduling, CRM, or project-management software is an asset.
• Experience in staging, scenic fabrication, audiovisual production, print, signage, rentals, logistics, or events is an asset.
• A cooperative approach and willingness to learn from Project Managers, Sales Representatives, Operations, Production, Warehouse, Print, and Fabrication teams.

SCHEDULE:

• This hourly position is based primarily in our Richmond office/shop, Monday to Friday from 7:30 a.m. to 4:00 p.m., with evening, weekend, and off-site event work required as project needs dictate.

About Scene Ideas Inc.:

Scene Ideas is a staging rentals and custom scenery shop, originally created as the necessary solution to meet the growing needs of the local events industry in Vancouver. Employing a task-force of specialized and experienced tradespeople, technicians, artisans and designers, our 12,000 square foot facility is equipped to handle all aspects of fabrication from woodworking to welding, metal work, scenic painting, scenic automation and sculpting. All levels of production are seamlessly integrated via our team’s full CAD and graphics capabilities. Working drawings, engineering plans and rich renderings are synchronized to ensure comprehensive communication from concept through to execution.Scene Ideas also maintains Western Canada’s largest inventory of Steeldeck® staging and accessories. Our ever-expanding inventory of scenic elements are in stock and can be rented ‘off-the-shelf’ or customized in-house. The mandate at Scene Ideas is to provide exceptional customer service under any and all circumstances. Since its inception, the legacy of Scene Ideas has been customer satisfaction and the success of our clients has been the keystone of the company’s continued success. We are very proud of the team we have built throughout the years and our client’s success is of paramount importance for each and every member of our team.Visit our website at: https://sceneideas.caWith the growth of their in-house print shop, Scene Ideas has created a printing services branch, Caliper Print and Signage Solutions, in order to individually focus on the growth potential and offerings of both Scene Ideas and Caliper.Caliper’s mission is to always provide exceptional quality print and signage solutions that ensure each individual client’s message and brand are recognizable, memorable, and remarkable. With their commitment to quality, precision, client service, innovation and speed, their collection of in-house fabrication and finishing technologies allow them to deliver high quality, cost-effective solutions under one roof. For more information, visit our website at https://www.caliperprint.ca/.