Live Events Administrator
| Job Type | Permanent Full Time |
| Location | Belfast |
| Area | Belfas , N. Ireland |
| Sector | Events & Hire |
| Salary | £33000 - £35000 Per Annum Salary doe plus benefits |
| Currency | GBP |
| Start Date | ASAP |
| Job Ref | AV30510 |
| Job Views | 35 |
- Description
- The Opportunity
This role offers the opportunity to play a key operational role within a fast-paced and collaborative live events environment.
You will contribute directly to the successful preparation and delivery of live events while gaining valuable experience in logistics, warehouse operations, scheduling, equipment management, and production support.
The position provides variety, responsibility, and opportunities for professional development while working closely with experienced live events and production professionals.
As a Live Event Administrator you will provide operational support to the live events department, with a primary focus on logistics, technician scheduling, equipment allocation, warehouse planning, and resource co-ordination.
The role is operationally focused rather than client-facing and is responsible for ensuring staffing, equipment, warehouse preparation, and logistical requirements are effectively managed to support the successful delivery of live events.
You will work closely with the Live Events Manager, Assistant Live Events Manager, Warehouse Manager, Production Managers, technicians, freelancers, and operational staff to ensure events are properly resourced and operationally achievable.
The position is flexible in nature and may involve a combination of office-based, warehouse-based and on-site work depending on operational requirements.
Key Responsibilities:
Operational Logistics Resource Management
Co-ordinate the operational logistics, staffing, equipment allocation, and scheduling requirements necessary for successful event delivery
Manage hire equipment stock allocations and pull sheets for live events and related projects
Allocate hire equipment based on quotations, specifications, and event requirements provided by the Events Manager or Assistant Live Events Manager
Forecast and resolve equipment shortages through substitutions within Flex software and external sub-hires where necessary
Own equipment allocation workflows, pull sheet preparation, and warehouse scheduling processes
Maintain visibility of equipment availability, maintenance schedules, sub-hire requirements, and warehouse labour forecasting
Suggest appropriate vehicle sizes and transport requirements based on equipment lists, weights, and operational requirements
Assist Live Events Manager and Assistant Manager when required.
Staffing Crew Scheduling
Book freelance technicians and crew as directed by the Events Manager or Assistant Live Events Manager
Maintain accurate staffing schedules and operational resource allocations across multiple projects
Ensure all staffing, equipment, and transport requirements are operationally achievable prior to deployment
Create purchase orders for freelance staff prior to events. Ensuring costs are clear before events begin.
Warehouse Production Co-ordination
Populate and maintain warehouse preparation schedules and estimate labour requirements within the warehouse
Work closely with the Warehouse Manager to ensure production requirements, equipment allocations, and operational priorities are clearly communicated and achievable
Ensure picking lists are complete and accurate, including cable lists and technical requirements necessary for successful event delivery
Collaborate with Production Managers to ensure operational requirements align with venue specifications and event delivery needs
Track maintenance requirements and maintenance matrices for key hire equipment and advise the Warehouse Manager of upcoming maintenance schedules and servicing requirements
Event Operations Communication
Compile and distribute event information to site technicians, including site notes, pull sheets, schedules, content information, and operational briefings
Liaise with warehouse staff, technicians, freelancers, suppliers, production teams, and operational personnel to support efficient event delivery
Identify and resolve operational, scheduling, equipment, and logistical issues in collaboration with warehouse and production teams
Working Arrangements
Work flexibly across office-based, warehouse-based, and on-site event environments as required by operational needs
Attend live events, warehouse operations, production meetings, and operational activities outside standard business hours where necessary
Based in Belfast salary Is £33k-£35k p.a. doe plus pension and benefits.
Your skills and experience
Previous experience in live events, warehouse operations, logistics co-ordination, production support, or a related industry
Strong organisational and scheduling capabilities with excellent attention to detail
Experience managing equipment allocations, staffing schedules, and operational logistics across multiple projects
Familiarity with Flex or similar inventory, scheduling, and operational management systems
Strong communication and problem-solving skills
The ability to work effectively under pressure and adapt to changing operational requirements
A proactive and solutions-focused approach to operational planning and event support
The ability to work collaboratively with warehouse, production, and operational teams
Flexibility to work across office, warehouse, and on-site environments as operationally required.
The Organisation
Our clients specialise in providing Audio Visual Solutions throughout Northern Ireland and their rental and events division is growing apace, hence the need to grow their team.
The Recruiters
AV Jobs are the No 1 specialist Audio Visual Recruiter in the UK and work with clients and candidates to ensure a perfect job fit.