The Courtyard Playhouse

Workshops Logistics Coordinator

Location: Dubai, UAE Reports to: Workshops Supervisor Employment Type: Full-Time

Role Purpose

The Workshops Logistics Coordinator ensures the smooth operational, logistical, and administrative running of all workshops and camps.

This role focuses on preparation, organisation, documentation, and coordination — ensuring teachers are fully supported, materials are ready, communication flows efficiently, and the overall workshop experience is seamless for students, parents, and the team.

The position requires a highly organised, proactive individual who thrives on detail, systems, and supporting creative environments.

Key Responsibilities

1. Workshop Materials & Classroom Preparation

• Maintain and organise workshop boxes and teacher cabinets
• Maintain stationery boxes and shared resources
• Prepare and distribute materials required for classes and camps
• Print name tags for workshops and camps
• Create and prepare colouring pages and classroom printables

2. Administrative Documentation & Records

• Maintain registration spreadsheets
• Create and distribute class lists for teachers
• Track student headcounts and organise student photos
• Maintain certificate records and coordinate certificate ordering
• Prepare and deliver curriculum books

3. Creative Content & Design Coordination

• Coordinate design requests for:
  • Term calendars
  • “Bring a Friend” invites
  • Swag bags
  • Mascot Mission artwork
  • Camp congratulations cards
• Draft and send clear design briefs
• Coordinate timelines and ensure deadlines are met
• Liaise between Workshops and Marketing departments

4. Programme Content & Planning Support

• Update and print workshop booklets
• Assist in selecting camp themes and book titles
• Create crafts and prepare materials for camps
• Manage book orders for camps
• Assign and coordinate photo opportunities
• Create and set up photo stations

5. Front of House & Class Operations Support

• Print and distribute class calendars for Front of House
• Deliver opening and closing announcements for workshops
• Support smooth transitions during class times

6. Digital File Organisation

• Maintain and update Dropbox folders for workshops and camps
• Ensure digital resources are clearly organised and accessible

7. General Workshop & Team Responsibilities

• Set up and organise workshop spaces
• Attend weekly and monthly team meetings and provide reports
• Proof workshop marketing materials
• Proof seasonal schedules
• Process website orders and coordinate related logistics
• Report directly to the Workshops Manager

8. General Team Responsibilities

• Reception desk cover as required
• Opening and closing procedures
• Daily cash-up
• General customer service
• Opening and closing of classes (including announcements)
• Announcements at start/interval/end of shows
• Weekly team meetings
• Marketing meetings (with Marketing & Workshops teams)
• Front of House support for evening programmes and Kids Storytime
• Report to Theatre Manager for HR and general team responsibilities

Key Competencies

• Highly organised and detail-oriented
• Proactive and self-motivated
• Strong administrative and spreadsheet skills
• Excellent written and verbal communication
• Comfortable coordinating between departments
• Creative but structured in execution
• Calm under pressure during busy camp periods
• Strong sense of ownership and accountability

Ideal Profile

• Experience in educational, workshop, or arts environments preferred
• Experience in logistics or operations coordination highly desirable
• Confident using Google Workspace, Dropbox, spreadsheets, and project management tools (e.g., Asana)
• Enjoys working with children and supporting creative teams
• Thrives in a fast-paced, community-driven theatre environment