Project Coordinator- Trade Show Exhibits

Job Description

Job Description

Position Overview

The Project Coordinator plays a central role in supporting the sales team and ensuring the successful execution of trade show exhibit projects from concept through delivery. This position serves as the operational backbone of each project-coordinating internal and external teams, managing timelines and budgets, and ensuring clients receive a seamless, high‑quality experience that reflects Eagle Exhibit's standards of excellence.

The ideal candidate is detail‑oriented, proactive, and skilled at balancing multiple projects in a fast‑paced environment. They excel at communication, problem‑solving, and translating client needs into actionable plans for design, production, and logistics teams.

Key Responsibilities

Project Coordination & Execution

• Engage all phases of exhibit projects, including estimating, production, and installation/dismantle.
• Develop and maintain detailed project schedules, budgets, and workback timelines.
• Coordinate with design, fabrication, graphics, warehouse, and logistics teams to ensure all deliverables meet quality standards and deadlines.
• Oversee procurement of materials, and rental components, as required.

Sales Support

• Partner closely with the sales team to scope new opportunities, prepare proposals, and develop accurate estimates.
• Participate in client discovery calls to capture requirements, objectives, and brand considerations.
• Provide technical and operational insight during the sales process to ensure feasibility and alignment with client expectations.
• Assist in preparing presentation materials, renderings, and project documentation for client pitches.

Client Communication & Relationship Management

• Serve as the primary day‑to‑day contact for clients once a project is initiated.
• Communicate project status, milestones, risks, and approvals clearly and proactively.
• Ensure all client feedback is documented, communicated internally, and incorporated into project plans.
• Build trust and long‑term relationships through reliability, responsiveness, and attention to detail.

Budget & Documentation Management

• Track project budgets, change orders, and cost variances.
• Maintain accurate project documentation, including estimates, purchase orders, production notes, and show service orders.
• Conduct post‑show reviews to evaluate performance, identify improvements, and support future sales opportunities.

On‑Site Support (as needed)

• Coordinate installation and dismantle crews, freight, and show services.

Qualifications

• Project management experience, ideally within the trade show, events, experiential marketing, or related fabrication industries.
• Strong understanding of exhibit production processes, materials, and show service requirements.
• Excellent organizational skills with the ability to manage multiple projects simultaneously.
• Strong communication and interpersonal skills, with the ability to collaborate across teams and interface with clients.
• Proficiency in project management tools and Microsoft Office; experience with CRM systems is a plus.

Success Traits

• Mechanical aptitude, familiar with common hand tools
• Experienced problem solver
• Highly organized and detail‑driven
• Calm under pressure and solutions‑oriented
• Strong collaborator who elevates both sales and production teams
• Client‑focused with a service‑minded approach
• Comfortable balancing creative, technical, and logistical considerations