Project Coordinator (Event Industry) (Project-Based)

About Arena

The Arena Group’s Vision is to being the global leader for large-scale temporary & integrated event solutions and founded on the Mission to make a permanent impact on temporary spaces.

The Arena Group is committed to key values which permeate across the international network of offices: Excellence, Collaboration, Integrity, Accountability, Diversity & Empathy.

Within the Arena Asia network of companies, there is a clear focus on:
- Our People
- Our Product(s)
- Our Price
- Our Processes & Performance

For more info: https://www.arenagroup.com and https://www.arenagroup.com/asia/

Job Objective:

Arena's vision is to make a “permanent impact on temporary space” through the delivery of projects with a high level of customer service and attention to detail. We do everything in our ability to supply this to a client (international & local) and the Project Coordinator is at the forefront of learning and promoting this attitude.

This person will be primarily responsible for supporting and servicing of all Arena's projects in Hong Kong and acting as a point of contact for the suppliers and vendors involved with Arena projects. The Project Coordinator will have component responsibility for delivering successful projects whilst ensuring that all internal process & procedures are adhered to.

Contract period: September 2025 – February 2026

Key Responsibilities:

• Provide onsite support overseeing supplier and site build
• Facilitate communication & collaboration between Arena MEA departments (Operations, Finance, Production) to ensure accurate estimates and effective planning
• Act as the primary point of contact for suppliers, ensuring effective communication and alignment between all parties, both internal and external
• Provide dedicated support to the Project Manager and the project delivery teams ensuring projects are delivered in accordance with the build plan and established timelines
• Manage the local procurement process, including handling purchase orders, delivery notes, and invoices, and ensuring timely supplier payments prior to delivery. To engage with the Arena Asia Procurement team
• Provide essential administrative support to maintain the efficiency of site office operations
• Assist Arena project staff with a range of project-related tasks, handling confidential and time sensitive material
• Contribute to various projects, both within Hong Kong and across the Asian region, and perform other duties as directed by the relevant Project Manager and / or Hong Kong Account Manager
• Regularly update work and project plans to ensure comprehensive information accessibility for the team
• Oversee daily administrative aspects of the project, including worker attendance, document management and correspondence follow-up
• Support project coordination meetings and events, preparing necessary site plans to fulfil project requirements
• Collaborate closely with the Project Manager and centralized support functions to identify and resolve issues related to the project
• Provide financial and administrative support for event management, including planning, preparation, organization, and post-event follow-up
• Foster effective communication, cooperation, and liaison with various internal departments and external suppliers

The project Coordinator will report direct to the relevant Project Manager of a project and also Account Manager.

Required Skills/Abilities:

• Minimum 3 years working experience preferable
• Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint
• A naturally organized person capable of multi-tasking and quick thinking
• Excellent communicator with strong leadership and management skills
• Thorough administrator with high attention to detail
• Positive, can-do attitude essential
• Must enjoy and thrive on problem solving and working under pressure and to deadlines
• Availability to work long hours and be site based on some projects
• Able to take ownership and be accountable
• Fluency in both English and Cantonese, with the ability to communicate effectively in both languages
• Proficiency in Mandarin communication skills is an advantage