Project Coordinator — Dallas, TX (freelance Opportunity)

Project Coordinator

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock 'n' roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT's 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics.

TAIT is seeking a Dallas based freelance project coordinator for June & July 2026. Role will be on ground full months of June & July 2026, with anticipated remote preproduction earlier in 2026. The Project Coordinator is responsible for the administrative areas of the project under the direction of the event management team. This role supports and reports to the Project Manager and may interface directly with client teams.

General Duties

• Creation and maintenance of department documents, trackers, and resources.
• Act as an information source to all Heads of Department, staff, suppliers, and client representatives, working to help them find the answers they need.
• Lead on meeting scheduling across multiple time-zones and availabilities. This includes coordinating with executive staff and suppliers to find suitable times across very busy schedules.
• Assist with event wide and department meetings (Video Conference, Call, in-person, as appropriate) to deliver updates and communication as well as funnel updates to event management. This includes sending meeting invites, creating detailed agendas, taking and distributing notes, and updating task lists and trackers to communicate decisions and requests made.
• Update event schedule based on feedback from all department heads, work with event management to ensure schedule changes align with overall event strategy.
• Assist in preproduction advance as needed with suppliers and vendors.
• On site oversee assigned elements, crew meals, credentials, local labor time sheets, etc.
• Assist Event Management in development of reports and presentations to highlight achievements and progress actions on project.

This role is fluid in nature and may vary by project phase based on needs.

Qualifications

• Have excellent interpersonal & communication skills, both verbal & written.
• Positive, "can do" attitude.
• Bachelor's degree and/or 2 years minimum of event experience or similar.
• Reside in Dallas/Fort Worth metroplex and able to be on ground daily at event site.
• Computer skills: Macintosh OS or Windows platform using Microsoft Office, especially Outlook, Excel, and PowerPoint.
• Experience using AirTable, Google docs, or similar database and tracking software (or willing to learn).
• Flexibility to work irregular hours, including evenings, weekends, and holidays, based on event schedules.
• Ensure that all work conforms to pre-established specifications & standards.
• Take initiative, multi-task, and work positively in a fast-paced environment.
• Work with discretion, diplomacy, confidentiality, and tact in high-pressure settings.
• Demonstrate a sense of urgency & act responsively.
• Work independently as well as within a team environment.
• Supremely organized, detail-oriented, and thorough.
• Able to lift up to 30 pounds and be on feet for long durations.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.