Account Coordinator (Trade Shows & Events)

HR & Onboarding•Dayton, NJ

About The Position

Impact XM is a global event and experiential marketing agency and we help the world’s top brands connect with their audiences through unforgettable experiences—from immersive exhibits and dynamic events to digital activations and brand environments. Everything we do is designed to deliver results that leave a lasting impact on people and businesses alike. Are you detail-oriented, people-focused, and eager to grow in the exciting world of experiential marketing? As an Account Coordinator, you’ll be a key player supporting client accounts and project teams—helping deliver exceptional experiences while learning from industry leaders. This is an ideal role for a proactive, organized communicator who thrives in a fast-paced, collaborative environment.

Requirements

A passion for people, collaboration, and delivering high-quality work.
A positive, can-do attitude with a willingness to jump in and solve problems.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail—you're the kind of person who triple-checks the work.
Ability to multitask and stay calm under pressure in a deadline-driven environment.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Bachelor’s degree (B.A. or B.S.) preferred.
6 months - 1 years of relevant experience in marketing, client services, events, or agency environments.

Nice To Haves

Internship or previous experience in a client-facing, fast-paced setting is a plus.

Responsibilities

Act as the go-to resource for project updates and client needs—stay informed and ready to respond.
Support the day-to-day operations of assigned client accounts.
Take notes in planning meetings and help translate them into actionable communication plans.
Prepare and maintain essential project documentation including Work Orders, Creative Briefs, and Call Reports.
Assist in assembling and formatting sales proposals, presentations, and supporting materials.
Research and compile key information from event prospectuses.
Organize and coordinate logistics for client meetings—room reservations, setup, catering, etc.
Help manage job files, prepare billing documentation, and ensure timely task completion.
Maintain internal project tracking and communicate updates across departments.
Provide relief coverage at the reception desk when needed.
Make travel arrangements for team members in alignment with budget and company policy.
Help with graphic and property inventory tracking, process issues, and show-site expectations.
Shadow and support the sales process, including pitches, proposals, and client presentations.
Observe strategy meetings and learn how to craft winning proposals.
Prepare client communications including quotes, presentations, and follow-up correspondence.
Update project budgets and forecasts in coordination with project leads.
Build and maintain Excel spreadsheets to support financial tracking and reporting.
Ensure all travel bookings and expenses align with budget guidelines.