Project Services Coordinator

Job Description

PROJECT SERVICES COORDINATOR  

Katherine Frank Creative  

Full-Time | Project Services / Experiential & Trade Show Industry  

Katherine Frank Creative is looking for a highly organized, detail-driven Project Services Coordinator to help keep our experiential, trade show, and event projects moving from estimate through execution. 

This role sits at the center of project logistics, estimating, show services, travel, credentials, deadlines, and internal coordination. The ideal candidate is someone who loves organization, catches details others miss, communicates clearly, and takes ownership of making sure nothing falls through the cracks. 

You’ll work closely with our Account Executives, Project Managers, Creative Team, and Logistics Team to ensure projects are properly ordered, documented, scheduled, and ready for show site. 

WHAT YOU’LL OWN  

Estimating & Project Financial Coordination  

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• Prepare Design Estimates using approved project scope and vendor pricing. 
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• Prepare Show Services Estimates for client approval. 
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• Coordinate deposit invoice requests and ensure required approvals are received before work proceeds. 
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• Track estimate status, client approvals, deposits, purchase requirements, and project-related financial deadlines. 
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• Work closely with Project Managers and Finance to maintain accurate project information. 
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• Help identify missing pricing, approvals, or documentation before they become project issues. 
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Show Services  

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• Review exhibitor kits and identify required show services, deadlines, forms, and advance-order opportunities. 
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• Coordinate and place approved show orders, including services such as electrical, material handling, internet, rigging, furnishings, lead retrieval. 
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• Track order confirmations, revisions, deadlines, and onsite documentation. 
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• Maintain organized records of show orders and confirmations for the project team. 
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Project & Event Coordination  

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• Support multiple projects and events simultaneously while maintaining accurate deadlines and documentation. 
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• Keep assigned project information current in Asana . 
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• Maintain event and project documentation in the appropriate Teams/SharePoint locations. 
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• Participate in internal project and event meetings and follow through on assigned action items. 
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• Escalate missing information, approvals, or potential deadline issues early. 
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• Support project closeout and ensure final show-service documentation is organized for Finance and the project team. 
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WHAT SUCCESS LOOKS LIKE  

You are someone who knows what is due before someone has to ask . 

You consistently: 

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• Stay ahead of deadlines. 
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• Catch missing information. 
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• Follow through until tasks are fully complete. 
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• Keep project records accurate and organized. 
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• Communicate clearly with internal teams and outside partners. 
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• Understand which details require immediate attention. 
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• Manage multiple events without losing sight of individual project requirements. 
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• Take ownership rather than simply passing information from one person to another. 
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WHAT WE’RE LOOKING FOR  

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• Exceptional organizational and time-management skills. 
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• Strong attention to detail and accuracy. 
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• Ability to manage multiple projects and competing deadlines simultaneously. 
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• Comfortable working with estimates, spreadsheets, and financial information. 
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• Confidence communicating with vendors, general service contractors, venues, clients, and internal team members. 
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• Ability to read instructions carefully and identify important requirements and deadlines. 
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• Strong follow-through and problem-solving skills. 
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• Comfortable in a deadline-driven environment where priorities change quickly. 
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• Proficiency with Microsoft Office, particularly Excel, Outlook, and Teams . 
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• Experience with Asana, SharePoint, QuickBooks, or similar systems is a plus. 
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• Experience in trade shows, events, experiential marketing, exhibit houses, production, logistics, hospitality, or project coordination is strongly preferred. 
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THE PERSON WHO WILL THRIVE HERE  

You probably have a running checklist in your head. 

You like spreadsheets. 

You notice when a date doesn’t match. 

You follow up without being reminded. 

You aren’t intimidated by a 60-page exhibitor kit. 

You can look at a project and quickly determine, “What still needs to happen?”  

And most importantly, you understand that great creative work only succeeds when the operational details behind it are handled exceptionally well. 

ABOUT KATHERINE FRANK CREATIVE  

Katherine Frank Creative creates branded environments, trade show exhibits, events, and experiential programs for companies and organizations across a variety of industries. 

Our projects bring together strategy, creative, design, fabrication partners, logistics, show services, and onsite execution. Our team works collaboratively, moves quickly, and believes that every tool—and every team member—has a clear job. 

The Project Services Coordinator plays an important role in making that system work. 

POSITION DETAILS  

Position: Project Services Coordinator 

Department: Project Services / Operations 

Employment: Full-Time 

Reports To: Senior Vice President 

Location: In-Office Glendale Heights, IL