Supplier Coordinator/Event Project Coordinator (Contract)

Job Description

Job Description

Project Term: September 7, 2026 – March 31, 2027

Location: Atlanta, GA

On‑Site Event: March 10–19, 2027 | Mandalay Bay Convention Center, Las Vegas

Contract Type: Project‑based, hourly during onboarding/training ; full contract thereafter

About Hartmann Studios

Hartmann Studios is a full‑service, employee‑owned event strategy, design, and production company with offices in the San Francisco Bay Area, Atlanta, and West Des Moines. We partner with leading brands to create large‑scale, high‑impact experiences that blend strategy, creativity, and flawless execution.

We are seeking a Supplier Coordinator / Event Project Coordinator to support a complex, multi‑vendor trade show and experiential program for a major client. This role is ideal for someone who thrives in fast‑paced environments, excels at vendor communication, and enjoys bringing order and clarity to highly detailed event logistics.

Role Overview

The Supplier Coordinator serves as the primary liaison between Hartmann Studios and the supplier (vendor) community. Working closely with Project Management, Production, and Client teams, this role manages supplier communications, registration, invoicing, logistics, and on‑site support to ensure a seamless event experience.

This is a highly operational role aligned with current market expectations for event logistics, supplier management, and trade show coordination .

Key Responsibilities

Supplier & Vendor Management

• Act as the main point of contact for assigned suppliers throughout the project lifecycle
• Manage all supplier communications via email, phone, and Teams meetings
• Schedule and lead supplier briefings and coordination calls
• Maintain accurate supplier rosters, trackers, and documentation

Event Logistics & Operations

• Administer supplier website setup, registration, and compliance requirements
• Coordinate show‑floor details and custom build elements in partnership with Production Managers
• Manage freight logistics, including:
  • Distribution of individualized shipping instructions
  • Maintenance of detailed shipping and delivery trackers
  • Monitoring supplier compliance with timelines and processes
• Support registration and on‑site supplier needs during event execution

Financial & Administrative Coordination

• Manage supplier invoicing from submission through payment confirmation
• Track invoice status, changes, and past‑due follow‑ups
• Maintain invoice trackers and provide regular status updates to internal teams

Cross‑Functional Collaboration

• Work closely with internal teams including Project Management, Production, Graphics, and Media
• Provide frequent, clear updates on supplier status, risks, and milestones
• Identify issues early and escalate with proposed solutions

On‑Site Responsibilities (Las Vegas)

• Serve as the primary on‑site contact for supplier‑related needs
• Troubleshoot freight, registration, and exhibitor issues in real time
• Maintain calm, professional communication under tight timelines

Qualifications & Experience

• 2+ years of experience in event coordination, trade shows, experiential marketing, or event logistics
• Proven experience managing vendors, suppliers, or exhibitors
• Strong organizational skills with the ability to manage multiple workstreams simultaneously
• Excellent written and verbal communication skills
• High attention to detail with strong follow‑through
• Ability to problem‑solve, adapt quickly, and remain calm under pressure
• Customer‑service mindset with a collaborative, team‑oriented approach

Technical Skills

• Proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Experience with cloud‑based tools (e.g., SharePoint, Dropbox, Google Workspace)
• Comfort working with registration platforms, trackers, and event databases

Additional Requirements

• Must have own computer
• Must be available to work from Hartmann Studios’ Atlanta office as needed
• Must be available for on‑site event travel March 10–19, 2027
• Ability to work extended hours during peak event periods