Project Manager

Job Description

Job Description

Fern is at the top of the trade show and expo service industry. Our operation spans more than 200 cities from coast to coast. In other words, wherever there’s a major convention center and event venue, we’re there with experienced local teams providing exceptional service and support, whenever you need it. We recognize that our team members are the core of our company. It is why they stay with us for so long, and it's also what attracts new clients to come aboard.

We are looking to add a Project Manager to our Cincinnati Operations Team. The Project Manager sits on all project meetings and owns the organized transfer of project information from account teams into clear, actionable direction for warehouse operations - and the follow-through that ensures that direction results in show-ready delivery to the show floor.

The Project Manager validates project construction, reserves the inventory required, translates work into precise instructions for operations, and then sees it through physically — from how it is packed and labeled, through warehouse load-out, and (for large, high-touch shows) on site to oversee delivery, show-floor move-out, and the manifesting of materials back off the floor.

The Project Manager owns all project and inventory related communication with account teams.

You will report directly to the VP of Depot Operations. Position does require being on site full-time plus the ability to travel up to 20% of the time.

Salary is $100k-120k.

Core Accountabilities

• Accurate, organized transfer of account-team direction into warehouse-ready instructions
• Inventory validation, reservation, and purchasing for assigned projects
• Coordination of prop deliveries and custom outside purchases for assigned shows
• How work is packed, labeled, and staged for show-ready delivery
• Inventory protection during show-floor move-out and returns - the primary points of asset damage
• Oversight of warehouse load-out (outbound to the show)
• On-site oversight of delivery and show-floor move-out for large, high-touch shows
• Manifesting of materials from the show floor - transship and return routing
• All project- and inventory-related communication with the account team
• Reduction of show-floor issues, rework, labor cost, and asset damage

Information Transfer (Primary Responsibility)

• Receive project assignments from the VP of Depot Services
• Receive project information from the account team and translate it into clear, actionable instructions for operations
• Build complete, organized handoffs: pull lists, bills of materials, packing and labeling requirements, staging and load sequence, and delivery details
• Confirm scope and requirements with account teams before work hits the warehouse floor
• Serve as the structured bridge between what was sold and what the warehouse executes
• Eliminate ambiguity and missing information before it reaches operations

Inventory Validation, Reservation & Purchasing

• Validate inventory availability for assigned projects before commitments are made
• Reserve inventory for assigned shows and hold it through warehouse load-out
• Purchase, or request and authorize purchasing, where inventory must be filled to meet a show
• Cross rent non-standard or show specific items when it makes more sense than purchasing
• Purchase or coordinate prop deliveries and custom outside purchases required for shows
• Ensure all props and outside purchases arrive on site together with the show, properly labeled
• Coordinate with other Project Managers to identify and resolve inventory conflicts across competing shows
• Keep operations, design and the account team informed of inventory constraints affecting their projects, and options to resolve

Pack, Label & Show-Ready Prep

• Define how materials are packed and labeled to minimize show-floor handling and confusion
• Drive packing and labeling standards that make delivery and on-floor setup faster and error-free
• Partner with the warehouse to stage and sequence loads for efficient, show-ready delivery
• Push quality and problem-prevention upstream into the warehouse, where labor is far less costly

Warehouse Load-Out Oversight (Outbound to the Show)

• Oversee the controlled load-out of assigned shows from the warehouse
• Verify that what leaves the building matches the plan - correct, complete, labeled, and sequenced
• Catch and resolve issues before the truck leaves, not at the show site
• Ensure load documentation and accuracy support a clean delivery

On-Site Oversight (High-Touch Shows)

• Travel to show site for large, high-touch shows to oversee both delivery in and move-out at close
• At delivery, ensure show-ready delivery to the show floor - right materials, right place, right condition
• At show close, oversee the show-floor move-out and load-out — the fastest, highest-risk phase for asset damage
• Ensure proper packing materials are available and used by all teams
• Resolve issues on site quickly and coordinate with field / labor and production teams
• Represent operational quality and protect margin at the most expensive point in the process

Inventory Protection (Show-Floor Move-Out)

• Recognize that asset damage occurs primarily during show-floor move-out, when a show closes and load-out from the floor happens fast
• Photograph the correct warehouse pack-out and review it in project meetings ahead of the show, so the packing standard is clear before move-out
• Work with the on-site production manager at show close to ensure everything is packed and loaded out the right way, even under move-out time pressure
• Set and enforce how assets are protected through show-floor move-out, transport, and return
• Reduce asset damage and replacement cost from rushed show-floor move-outs - a direct, second source of margin alongside labor

Show-Floor Manifesting & Returns

• Own the manifest from the show floor - determine what transships to the next destination and what returns, and to which warehouse
• Direct outbound routing from show site, separating transship loads from return loads
• Ensure every item is correctly designated, labeled, packed, and documented for its destination
• Coordinate inbound expectations with the receiving warehouse(s) and field teams
• Reconcile what shipped out against what returns or transships

Communication - Account Teams & Internal Teams

• Own all project- and inventory-related communication with the account teams
• Keep the account teams informed of status, constraints, and any issues affecting their shows
• Coordinate daily with the Director of Operations on priorities, load-out timing, and readiness
• Communicate clearly across warehouses, field, and show-site teams
• Escalate risks early, with proposed solutions

Continuous Improvement & Margin Protection

• Track recurring show-floor issues and asset damage to root cause - move-out pace, packing, labeling, or handling - and design them out
• Improve packing, labeling, protection, and delivery standards to reduce show-floor labor, rework, and damage
• Capture lessons learned from each high touch show and feed them back into warehouse process
• Measure and grow the margin gained by shifting work and quality upstream and by protecting assets at move-out

Qualifications

Required

• 5–8+ years of operations, logistics, project coordination, or event / show experience
• Strong organizational skills and attention to detail in handoffs, inventory, and documentation
• Proven ability to manage multiple concurrent shows in a deadline-driven environment
• Willingness and ability to travel to show sites as needed

Preferred

• Trade show, event, or general services contractor experience
• Hands-on familiarity with packing, labeling, crating, staging, and freight
• Experience on show floors and with show-site move-out, logistics, and manifesting
• Familiarity with exhibit systems and inventory / asset-based systems
• Bachelor’s degree with one or more of the following: PMP Certified; Lean Six Sigma green or black belt; Agile or Certified ScrumMaster (CSM, PMI-ACP)

Skills & Competencies

• Highly organized; turns loose direction into clean, complete instructions
• Detail-oriented about inventory, packing, labeling, protection, and load accuracy
• Strong sense of ownership and follow-through - in the warehouse and on the floor
• Calm, decisive problem-solver under show-site and move-out pressure
• Clear communicator across the account team, warehouse, field, and show-site teams
• High level communication skills – written and verbal
• Comfortable operating in controlled chaos

Success Metrics

• Reduction in show-floor issues, rework, and overtime
• Reduction in asset damage during show-floor move-out and returns
• Show-ready delivery rate - correct, complete, labeled, and on time
• Accuracy and completeness of information handoffs to operations
• Inventory reserved accurately, with conflicts resolved before they impact shows
• Props and outside purchases arriving on site together, on time, and labeled
• Warehouse load-out accuracy for assigned shows
• Manifest accuracy - correct transship and return routing from show floors
• Margin improvement from shifting work and quality upstream and protecting assets at move-out
• Strong alignment between the account teams, warehouse, and show-site execution teams

Fern is an equal opportunity employer committed to equal consideration for all qualified applicants regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, genetic information, or any other characteristic protected by applicable law.