Production Coordinator – Exhibition

Job description / Role

Summary:
Schedules and coordinates flow of work within or between departments of exhibition projects to expedite production.

Essential Duties and Responsibilities:
1. Review the drawings with sales and designer and check the production schedule based on the show dates.
2. Responsible to check the project drawing and the actual site condition and check the feasibility of the design.
3. Responsible to get proper working drawings, electrical plans and networking plans from the concerned Sales & Designer prior to the contractor briefing.
4. Responsible to brief the stand to the awarded contractor along with the Sales, Designer & Head of Production and fill in the briefing form with clear scope of works and finishes etc. and get acknowledgement from Sales, Contractor.
5. Responsible to assign a mock-up date to the contractor based on the convenience of the client and sales.
6. Responsible to arrange the samples from various sources and get the approval from client through sales in charge.
7. To ensure that the same procedure is followed for Electrical, Graphic & Steel contractors (all briefings are made as per the pre show/BOQ requirements only).
8. To prepare the Electrical, Networking & Water order forms and sent them to the organizer before deadline dates. Follow ups are made for receiving the invoices and submitted to the accounts to prepare the cheque.
9. Responsible to follow up with the Sales to place their furniture, flower & Catering orders prior to any show.
10. Responsible to have smooth coordination between the subcontractors like taking actual measurements by the graphics contractor, pre wiring and lighting provisions etc by the electrical contractor.
11. Coordinator should be able to handle work independently on site and handover the stand to the client on time.
12. Responsible for overseas projects to organize visa for the team and self based on the visa formalities and regulations from the respective embassy or consulate. Should go through the requirements and liaise with the contractor to get the list of people travelling and collect the necessary documents from HR to apply the visa for the team members.
13. To request the Travel coordinator to arrange the group flight booking and hotel or Apartments booking based on the show build-up and dismantling dates after consulting with the Head of Production.
14. Responsible to submit the Structural calculations, structural drawings & stand drawings for approval to the organizer after discussing all the technical aspects with the Manager.
15. To follow up for graphic artworks (ready to print files), floor plan, and orientation from the concerned Sales.
16. Responsible for continuous monitoring of the progress of each project to ensure the production is on schedule and for a successful mock-up and seek technical advice from managers guidance in every step of production in order to upgrade our quality and performance. For overseas projects all stand fittings are made modular for easy handling and logistics.
17. In case of any delay in the progress, the coordinator should press the panic button and sort out the delay with the help of Head of Production.
18. To make sure complete pre-wiring is strongly stressed to the electrical contractor and make sure that it is done properly to maximize productivity in the factory and in-turn minimizes workload on-site.
19. To ensure that the graphic contractor takes the actual measurements for the graphic sizes from the factory during the mock-up and they should not blindly follow the dimensions from the drawings.
20. To make sure the factory is neat and clean during the client’s mock-up visit.
21. Any minor change request from client (which will not have any impact to the cost) during the mock-up visit can be accommodated and modified. But the major changes to the original design should be discussed with the Head of production.
22. Any Variation or Additional order shall be duly signed by the client. Once the sales in charge produce the proof of additional order approved and signed by the client the coordinator shall brief the changes to the contractor and amend the briefing form with acknowledgement from Sales & Coordinator.
23. Final approved samples and selections from the client shall be briefed to the contractor ASAP to incorporate the same in the production. (Approved Samples have to be signed by the client or the Sales).
24. Once the artworks are received from client and actual sizes taken from the mock-up, the graphic contractor should make the final graphic artwork schedule and get the approval from client through the Sales before starting production.
25. To get the reference code of the (client approved) carpet from the Sales and place carpet order with proper layout through QS.
26. For overseas projects the coordinator shall prepare the packing list and invoice based on the actual item list from the contractor and get approval from the Manager.
27. To organize the shipment schedule based on the move in date and coordinate with the forwarder the complete loading process. Shall monitor the status of the vessel to make sure the timely delivery on site.
28. To organize a kick-off meeting prior to the move-in date of any show with all contractors to discuss loading plan, offloading plan and step-by-step build-up pattern and provide all contractors a copy of the hall layout clearly marking their stand and its orientation.
29. A final checking is made with all contractors and reminders are passed to each and every person involved in the project.
30. To check the entire hall and locate our stands, recheck the floor marking for size and ensure all main supply, networking & water provisions are laid by the organizer.
31. To ensure the entire build-up goes on without a hitch (safety & quality being our priority), additional onsite orders are implemented only after the Sales fill out the onsite order form.
32. To ensure all the contractors are wearing the Pico uniforms or impose penalty to the violators.
33. Responsible for collecting the Hand over Form prior to the opening day of the show from the sales and submit to the respective managers.
34. Along with the Hand over Form the coordinator should check with the sales whether the client wants to store the stand or not. If yes then inform the contractor to plan the proper packing and handling for storage with the warehouse team. A proper Packing List shall be prepared and maintained in the file for future reference. The stand which doesn’t need storage can be trashed.
35. For overseas projects all the team members shall be reminded to carry Pico T-shirts and the coordinator shall carry the drawings & back-up CD for graphics.
36. To take care of the complete team members accommodation, food and transportation facilities during the overseas stay.
37. To manage the proper filing system for all the Projects for future reference.
38. All transactions shall be in black and white. Should not entertain verbal instructions.
39. To Prepare Work in Progress on monthly basis and submit to the manager.
40. To attend monthly post show meeting arranged by the Head of Department without fail to discuss the experience with the contractors on site.

Requirements

* Strong Communication Skills
* Can work under pressure
* Can handle multiple task
* With Driving License
* With on-the-floor Exhibition experience
* With general knowledge on the industry
* Ability to understand technicalities
* Civil Engineer who have a knowledge on Electrical and Machinery.

About the Company

Pico is one of the world’s leading experiential marketing service providers. We pride ourselves on our ability to deliver Total Brand Activation for many of the Fortune 500 companies, government bodies and non-government organisations. With a track record of 40 years in the industry, Pico has earned an unparalleled reputation for creating concepts and transforming them into living, breathing realities. Be it a live event or a permanent themed environment, we create the live experiences that active your brands to harness an emotional impact that lingers longer with lasting impact. Paramount to our success lies in our insistence on servicing our clients and partners with Creativity, Knowledge and Reliability. We provide total solutions on brand activation as well as satisfy individual needs on specialised areas. Our core businesses include design and fabrication of exhibition stands; general contracting and technical services for trade show organisers; event hall and facility management; events, conferences and show management; supply and installation of overlays for venues; permanent exhibits for museums and themed environments; interior fit-out; and brand signage.