Crew Coordinator (m/f/d)

Your mission

The Crew Coordinator plays a pivotal role in administration, scheduling, and operational logistics for the Crew Unit. This includes managing the EasyJob database, ensuring compliance with GDPR, securing competitive supplier rates, and supporting crew travel and accommodation arrangements. The role requires a detail-driven, solutions-focused professional who thrives in a collaborative and fast-paced environment of live events.

Key Responsibilities:

• Database & Scheduling

o Maintain and update the EasyJob database, including crew scheduling.
o Track and manage freelancers' records, ensuring contracts and documentation are valid.
o Keep crew performance, skills, and training matrices accurate and up to date.

• Contract & Compliance Administration

o Draft freelance contracts, NDAs, consent forms, manpower contracts, and create purchase orders.
o Ensure freelancers pass contractor approval processes and comply with our organization policies.
o Manage crew accreditation processes in conjunction with the Team Lead.

• Logistics & Travel

o Arrange hotel and flight bookings for crew and internal team members.
o Coordinate onboarding for freelancers and crew for specific projects.
o Manage crew holidays, sick leaves and break schedules, ensuring our projects coverage at all times.

• Team & Process Support

o Support the Team Lead in reviewing and improving crew management processes.
o Provide cover for Team Leads and Administrators when required.
o Maintain strong working relationships with Project Management in Event Production and Spatial Experience units.

• Talent Development

o Source and onboard new freelance talent.
o Monitor and review crew performance based on project feedback.
o Promote health, safety, and compliance standards across all Crew activities.

Your profile

• Proven workforce/ crew management or project coordination experience in live events industry in the Middle East, primarily in the UAE and KSA.
• Fluency in English; as the second language, German or Russian is preferred.
• Strong organizational and multitasking skills, with the ability to work under tight deadlines.
• Customer service excellence and attention to detail.
• Proactive, self-motivated, and able to solve and escalate issues when appropriate.
• Proficient in Microsoft Teams, Excel, Word, and PowerPoint (knowledge of EasyJob tool is preferred but not a must).

Why us?

• Unified CAT A Silver Premium Medical Insurance provided as standard to all team members – yes, you read that correctly, we all enjoy the same insurance category benefits!
• Complimentary lunches provided daily in our Dubai office canteen.
• Team Engagement Initiatives – team-building activities, health and wellness drives, etc.
• Team Socials – team BBQs, season opening and closing parties.
• Worker’s Compensation and Accident Insurance.
• Annual Flight Allowance.
• Recruitment Referral Bonus Scheme for team members who refer successful applicants for our open positions.
• Project Referral Bonus Scheme for team members who refer successful project leads.
• Community & Diversity Programme, including an annual BeWunder Culture Day celebrating our international and multicultural team.
• The opportunity to work in an international and multi-cultural team with collaboration across our offices in the Middle East and Europe.
• Collaborative and motivated working environment.
• Trusting and partnership-based cooperation across all units.
• An innovative and growth-oriented company with a matrix organizational structure and an open corporate culture.
• Further training opportunities and support in acquiring further qualifications as well as opportunities for further development in new technologies.

About us

BeWunder is your turnkey partner specializing in Event Production and Spatial Experiences.

We create inspiring and unforgettable experiences for our clients and their guests. Our renowned and highly-skilled team of industry experts in both live events and permanent construction is well-versed in bridging the gap between vision and reality. We design, deliver and service complex, challenging, and large-scale projects in the field of museums and exhibitions, EXPO and brand pavilions, visitor and experience centers, digital art spaces, live events - both corporate and sporting, as well as conferences and multimedia shows.

Our passion lies in producing multisensory and immersive experiences, a perfect blend of new technologies and content, staged lighting and interactive elements.

With our international track record in Europe, the Middle East and Asia, we are perfectly positioned to realize exceptional projects for our clients around the globe, from initial concept design through to final installation and beyond!