Job Description

Project Manager / Coordinator – Trade Shows & Experiential Environments

About the Role

We are seeking a highly organized, mobile, and proactive Project Coordinator to support the end-to-end management of diverse physical environments. Moving far beyond static retail displays, you will be the operational linchpin coordinating trade show booths, temporary pop-ups, country pavilions, and retail window installations.

This role requires active, hands-on field coordination, blending desk-based planning at our HQ with travel to major venues to oversee live installations, handle real-time problem-solving, and ensure flawless project handovers to our clients.

Key Responsibilities

• Project Lifecycle Oversight: Coordinate multiple trade show exhibits, pop-ups, and visual merchandising environments simultaneously from kickoff through striking and teardown.
• Central Communication Hub: Serve as the primary point of contact between global clients, internal design/printing studios, custom fabrication suppliers, and on-site field installation crews.
• On-Site Field Management: Travel to major exhibition venues and retail locations to manage late-night or early-morning installation windows, direct union labor/contractors, and handle on-site client requests.
• Documentation & Technical Briefs: Prepare exact project specifications, material lists, production timelines, and comprehensive technical documentation.
• Production & Fabrication Tracking: Monitor progress across custom construction, rigid/flexible graphics printing, and bespoke furniture rentals.
• Complex Logistics Support: Coordinate venue move-in/move-out schedules for convention centers and retail spaces.
• Financial Assistance: Help process vendor estimates, client quotations, and work orders, while monitoring ongoing event and project budgets.

Qualifications

• Education & Experience: Bachelor’s degree or equivalent work experience, paired with 2+ years of experience in trade show coordination, exhibit production, events, visual merchandising, or scenic fabrication.
• Mobility & Flexibility: Willingness and ability to travel frequently (domestically) and work flexible hours—including weekends or overnights—to align with rigid convention center and retail setup schedules.
• Technical & Layout Literacy: Strong ability to read, interpret, and cross-reference floor plans, CAD elevations, and custom fabrication drawings.
• Software Familiarity: Proficiency with standard project management suites. Ability to open, navigate, and review client/designer files within AutoCAD, Adobe Creative Suite (Illustrator, Photoshop), and 3D software (SketchUp or Rhino). (Note: Creating designs from scratch is not required; structural review and marking up layout changes is the focus).

Preferred Qualifications

• Foundational knowledge of diverse fabrication processes, modular building systems, and large-format printing substrates.
• Professional fluency in Italian and/or Spanish is highly valued to support our international client base and global project partnerships.

What We Offer

• Salary: $70,000 – $90,000 base salary, commensurate with experience.
• Benefits: Comprehensive health insurance package and a 401(k) retirement plan.
• Environment: A highly creative, collaborative, and fast-paced international work environment.
• Opportunity: The chance to work directly on-site with leading global brands and international exhibits.

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