About the job
About the Role
Join our dynamic team as a Project Coordinator, where you will be instrumental in the planning and execution of innovative, high-impact exhibitions and booth projects. In this role, you will report directly to a Senior Project Manager and will coordinate essential project elements such as timeline and budget management, as well as stakeholder communication, ensuring seamless project delivery in collaboration with our teams, suppliers, and clients. This position offers a hybrid work opportunity that aligns with our creative and collaborative office environment in Philadelphia.
Your Responsibilities
Project Coordination:
- Support Project Managers, Seniors, and Directors in planning, executing, and completing Exhibit/Environment projects on time and within budget.
- Organize internal and external meetings, including preparing agendas, documenting meeting notes, and tracking action points.
- Maintain precise project documentation, timelines, and status reports for all assigned projects utilizing enterprise tools such as Smartsheet.
- Collaborate with other Service Lines, including Creative, Logistics, and Live Production.
Budget Management:
- Assist in tracking budgets, client purchase orders, and invoicing using company tools.
- Support post-event cost reconciliations and expense reporting.
Client and Stakeholder Support:
- Communicate promptly with the Project Lead and relevant delivery teams.
- Prepare presentations and documentation for both internal and client-facing purposes.
Onsite Support:
- Travel internationally to assist with on-site setup, delivery, and breakdown of projects.
- Act as a point of contact for crew and suppliers during onsite events.

