Exhibitor Service Coordinator

Exhibitor Services Coordinator

Fixed-term contract: May 1, 2026 November 30, 2026

Location: New York City

Work model: Hybrid / remote-flex, with regular in-person meetings in NYC and full on-site presence during event week

Rtromobile is one of the world's leading collector car events. Following the long-standing success of Rtromobile Paris, the inaugural U.S. edition will launch in New York City in November 2026. Blending automotive culture, luxury, design, commerce, and live experiences, Rtromobile New York is set to become a major new destination for collectors, enthusiasts, brands, and industry leaders.

About the Role

Rtromobile New York is seeking an Exhibitor Services Coordinator to manage the exhibitor journey after contract signature and help ensure a smooth path from onboarding to onsite delivery.

This role sits at the intersection of client service, event operations, and exhibitor success. The ideal candidate is highly organized, proactive, client-facing, and comfortable managing many moving parts at once. This person will support exhibitors throughout the preparation phase, oversee portal and document follow-up, coordinate key milestones, and work closely with internal teams and production partners to help deliver a seamless exhibitor experience.

This is a high-exposure role within the launch of a premium international event, offering direct contact with leading exhibitors, luxury brands, dealers, and event partners.

Key Responsibilities

• Serve as a day-to-day contact for exhibitors after contract signature
• Manage exhibitor onboarding and follow-up from confirmation through onsite arrival
• Administer and support the exhibitor portal and related participation tools
• Ensure exhibitors understand key deadlines, required steps, and documentation
• Collect, track, and archive required forms, insurance documents, logos, copy, and other exhibitor assets
• Monitor preparation milestones and proactively follow up on outstanding items
• Maintain accurate records in CRM and internal tracking tools
• Liaise with the official general contractor and internal teams on exhibitor-related needs
• Help prepare exhibitor-facing timelines, checklists, and support materials
• Support exhibitor welcome, issue resolution, and onsite service during move-in and event days

Profile

• 13 years of experience in client services, event operations, production coordination, account coordination, or trade show delivery
• Strong organizational and project-tracking skills
• Excellent written and verbal communication
• Comfortable in a client-facing role
• Detail-oriented, service-minded, and proactive
• Experience with online platforms, portals, CRM, or event systems is a plus
• Event / production experience is a strong plus
• English required; another language is a plus
• Must be authorized to work in the U.S.