PMO Coordinator

Location: Dubai, UAE

Department: Events & Operations

Employment Type: Full-Time

About Media Land Group

Media Land Group is a leading creative and experiential agency based in Dubai, known for delivering bold, high-impact events, exhibitions, and activations across the region. We collaborate with global brands, visionary artists, and local institutions to turn ideas into unforgettable audience experiences. Our multidisciplinary team thrives at the intersection of creativity and execution — blending strategy, storytelling, and precision to bring every event to life. If you are detail-obsessed, deadline-driven, and thrive in fast-paced environments, we invite you to help us raise the bar on every production we touch.

Role Overview

The PMO Coordinator is responsible for supporting end-to-end project execution across exhibitions, event builds, fit-out, and construction-related scopes. This role ensures projects are planned, tracked, documented, and delivered in alignment with timelines, drawings, budgets, and internal workflows.

The ideal candidate has an architecture or technical background and can read and interpret drawings, support technical coordination, and translate project requirements into actionable instructions for design, production, and site teams. The PMO Coordinator acts as the operational “glue” between stakeholders, ensuring smooth handovers, clear communication, and accurate reporting.

Key Responsibilities

1) Project Planning & Coordination (PMO Core)

• Support the Project Manager/Director in planning, organizing, and coordinating multiple projects simultaneously.
• Assist in creating and maintaining project schedules, work plans, trackers, and delivery timelines.
• Coordinate internal team tasks (Design, Production, Procurement, Site) and ensure follow-ups are completed on time.
• Maintain project priority list and ensure deadlines are visible and communicated to relevant teams.

2) Technical Support (Architecture / Drawings / Scope Understanding)

• Review and interpret architectural, shop drawings, layout drawings, BOQs, and technical details.
• Ensure all teams fully understand the drawings and requirements before production or site execution.
• Prepare technical summaries and simplify complex drawing information into practical instructions for production/site teams.
• Support design-to-production handover by checking:
• Measurements / dimensions / materials
• Branding requirements and print specs
• Joinery / fabrication feasibility
• Site constraints and installation requirements

3) Documentation & Project Control

• Maintain complete project documentation including:
• Project folders (soft + hard copy)
• Drawings, approvals, RFIs, method statements (if applicable)
• Change requests, meeting minutes, client communications
• Ensure version control of drawings and documents (latest revisions shared to all teams).
• Track client approvals and ensure execution only proceeds with approved documents.

4) Cross-Functional Stakeholder Management

• Coordinate between:
• Client / consultant / organizer
• Internal departments (Design, Production, Procurement, Operations, Accounts, HR if required)
• External suppliers and subcontractors
• Ensure communication is professional, documented, and aligned with reporting lines.
• Raise risks or delays early and propose corrective actions with the Project Manager.

5) Production & Fit-Out Execution Support

• Support production planning by coordinating with workshop teams on:
• Material availability
• Fabrication status
• Manpower allocation
• Delivery schedules
• Assist with site readiness coordination:
• Access permissions, delivery slots, gate passes
• Organizer regulations and timelines
• HSE documents if requested by the venue/client

6) Budget Tracking & Variations (Support Role)

• Assist in tracking project expenses and supporting cost control by:
• Monitoring purchase requests
• Comparing BOQ vs actual usage (basic level)
• Flagging variations or scope changes that may impact cost or timeline
• Support preparation of variation documentation and ensure approvals are recorded.

7) Reporting & Dashboards

• Prepare weekly/daily project status reports for management:
• Milestones achieved
• Pending approvals
• Risks/issues
• Installation progress
• Maintain PMO trackers such as:
• Project pipeline tracker
• Design/approval tracker
• Production tracker
• Site installation tracker
• Snag/punch-list tracker

8) Quality, Compliance & Professional Standards

• Support quality checks before dispatch and during installation.
• Maintain compliance with internal workflow, documentation, and project handover procedures.
• Ensure teams follow defined process, escalation, and approval hierarchy.

9) Additional Support (Business Needs)

• Support tendering documentation where required (pre-qualification forms, document compilation).
• Support internal coordination for urgent management tasks and high-priority projects.
• May be required to work extended hours during event build-up or delivery deadlines.

Required Qualifications

• Bachelor’s Degree in Architecture / Interior Design / Civil Engineering (or similar technical field).
• 2–5 years experience in fit-out, exhibitions, events production, construction coordination, or project support.
• Strong understanding of technical drawings, measurements, materials, and build methods.

Required Skills & Competencies

• Ability to read and interpret drawings confidently (must-have).
• High organization skills: trackers, follow-ups, documentation control.
• Strong communication (email writing, coordination, stakeholder handling).
• Ability to manage pressure, fast deadlines, and multiple projects.
• Professional attitude, reliability, accountability, and strong teamwork mindset.
• Problem-solving and “get-things-done” approach.

Software / Tools (Preferred)

• AutoCAD (basic viewing/editing or strong viewer-level understanding)
• MS Excel (trackers, formulas, reporting)
• MS Project (optional)
• PowerPoint (basic reports)
• Teams/Outlook (daily coordination)
• Any PM tools (Asana, Monday, Trello) is a plus

Working Conditions

• Office + site-based coordination depending on project requirement.
• Extended hours may be required during event build-up/installation.

Why Join Media Land Group?

• Be part of one of Dubai’s most innovative creative event agencies.
• Work on award-winning campaigns, global exhibitions, and iconic cultural projects.
• Join a dynamic, fast-paced environment with room for growth, leadership, and learning.
• Collaborate with a talented and passionate team that values initiative and creativity.

Please click on the link below to know more about Medialand Group

https://www.instagram.com/medialandgroup/?hl=en

https://www.youtube.com/@medialandgroup4884

https://www.linkedin.com/company/medialandgroup/