Live Events Administrator

Live Events Administrator

Location: Belfast
Salary: £30,000 - £35,000+ DOE
Hours: Monday - Friday, 8:00am - 5:00pm
Overtime: Optional overtime available
Reports to: Live Events Manager

About the Role

We are looking for a highly organised and proactive Live Events Administrator to support the operational delivery of live events.

The role will focus on event logistics, crew scheduling, equipment allocation, warehouse planning and resource coordination, working closely with the Live Events Manager, Assistant Live Events Manager, Warehouse Manager, Production Managers, technicians, freelancers and wider operational teams.

This is an operational role rather than a client-facing position, with the flexibility to work across office, warehouse, home and on-site event environments depending on operational requirements.

Key Responsibilities

• Event & Equipment Coordination - Coordinate staffing, equipment, logistics and scheduling across live events; manage hire equipment allocations and pull sheets; allocate equipment against quotations and event specifications; identify shortages and arrange substitutions or external sub-hires through Flex; monitor equipment availability, maintenance, sub-hire requirements and warehouse labour; and advise on appropriate vehicles and transport requirements.
• Crew & Resource Scheduling - Book freelance technicians and crew, maintain accurate staffing and resource schedules across multiple projects, ensure staffing, equipment and transport are achievable ahead of deployment, and raise purchase orders for freelance staff with costs confirmed before events.
• Warehouse & Production Planning - Maintain warehouse preparation schedules and labour requirements; coordinate equipment allocations and priorities with the Warehouse Manager; ensure accurate picking and cable lists; work with Production Managers to align requirements with venue specifications; and monitor equipment maintenance schedules and servicing requirements.
• Event Information & Communication - Compile and distribute site notes, pull sheets, schedules, content information and operational briefings to technicians; liaise with warehouse teams, technicians, freelancers, suppliers and production teams; and ensure everyone has the information required for successful event delivery.
• Operational Problem Solving - Identify and resolve equipment, scheduling, staffing and logistical issues in collaboration with warehouse and production teams, taking a proactive and solutions-focused approach to changing operational requirements.
• Flexible Event Support - Work across office, warehouse and on-site environments as required, including attending live events, warehouse operations, production meetings and other operational activities outside standard hours when necessary.

Skills & Experience

• Previous experience in live events, AV, warehouse operations, logistics coordination, production support or a related industry.