Project Coordinator - Trade Show / Hospitality / Event Experience

OVERVIEW

Work Experience:
3 or more years in an office administration or coordination role with related experience in trade shows, hospitality or events.

Career Level: Junior

Job Type: Permanent Full-time

Location: This position is based out of our office in Burlington, Ontario

JOB DESCRIPTION

Reporting to the Senior Account Manager, the Project Coordinator provides administrative support to the team and works closely with Account Managers on project management responsibilities for our trade shows and events. This position requires the ability to work independently and as part of a team, exercising judgment and initiative.

This is a junior position with great career potential for someone who has the enthusiasm to do the job and demonstrates the ability and willingness to learn quickly.

POSITION REQUIREMENTS & KEY RESPONSIBILITIES

• Maintain Production Schedule with all new jobs – updating shipping, install & dismantle dates
• Create, organize and maintain project files and folders (binders & Excel documents)
• Review trade show manuals for rules & regulations, relevant information and deadlines
• Communicate show information to Account Managers
• Update the project calendars with deadline dates
• Collaborate with Account Managers & other team members on ongoing projects (request information from show organizers, follow-up with Account Managers to place orders, request pricing or quotes from the show, provide updates on order status)
• Coordinate the Small Events Program and manage client's inventory
• Complete event order forms for all clients, confirm orders & file confirmations
• Maintain all daily timesheets/billable timesheets
• Manage all office supplies ensuring materials are replenished and systems maintained
• Perform administrative duties for ongoing projects (including, but not limited to, filing, copying, printing labels, record keeping, updating spreadsheets)
• Coordinate and prepare shipping and courier documentation, track, follow-up on shipments and ensure all relevant parties are updated
• Maintain office phone system, troubleshooting, coordinating with phone management company
• Coordinate meeting bookings and manage utilization of the shared board room
• Arrange or pick-up catering for in-house meetings
• Book travel arrangements. Coordinate flights, hotel reservations and transportation for out-of-town projects.

Available to work 40 hours per week (8 hours a day)

SKILLS & QUALIFICATIONS

• Diploma or University/College degree
• 3 or more years in an office administration or coordination role with related experience in trade shows or events a plus
• Superb organization and administrative skills
• Detail oriented - must provide examples
• Strong written and oral communication skills
• Professional phone and people skills
• Reliable and punctual
• Ability to work to strict timelines and deadlines
• Ability to effectively manage multiple tasks and projects with changing priorities
• Team player with the ability to work autonomously on predefined goals
• High level of proficiency in Microsoft Office programs (specifically Outlook, Word, Excel)
• Comfortable using online project management applications (Smartsheet a plus)
• Ability to work and thrive in a multi-tasked, fast paced environment
• Professional, “get it done” attitude
• Strong interpersonal skills and enjoys helping people and providing positive, friendly support to clients and other team members
• Demonstrates personal and/or professional growth

The Right Candidate

The right candidate will enjoy working as part of a small & energetic team. You will have the opportunity to learn about all areas of the exhibiting process, and with added experience take on more responsibilities. You like to be pro-active in completing work and are not afraid to take on (or learn) new tasks – small or large.

At Exhibit Solutions, you will need strong attention to detail, good communication skills and a willingness to exceed client’s expectations to be successful.

You enjoy working in a relaxed office environment but can interact with clients, partners or suppliers in a very professional manner. The successful candidate will be outgoing, hard-working and will welcome the responsibility and ownership that they can take on as part of a valued member of our team.

Work remotely: No

Job Types: Full-time, Permanent

Pay: $55,000.00-$70,000.00 per year

Additional pay:

• Overtime pay

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Burlington, ON L7L 0A1: reliably commute or plan to relocate before starting work (required)

Experience:

• Event coordination or management: 1 year (required)

Work Location: In person