Client Project Coordinator – Exhibits & Events

Exhibit Concepts Inc.•Vandalia, OH

1d•Hybrid

About The Position

Exhibit Concepts is seeking a Client Project Coordinator to keep client exhibit and event programs organized, on schedule, and moving forward. This role involves managing the day-to-day details for assigned accounts, serving as a client contact, and coordinating with account executives, project managers, designers, and production teams to deliver client needs. The position combines client service, administrative coordination, and hands-on project support. Responsibilities include maintaining show calendars, tracking deadlines, following up on deliverables, and translating client requirements into clear next steps for internal teams. It is an individual contributor role focused on account execution, with no direct reports, sales quotas, or responsibility for generating new business. The work environment is fast-paced, with projects varying in duration and complexity. The ideal candidate enjoys organizing, learning about products and exhibits, and adapting to changing priorities.

Requirements

Previous professional experience coordinating projects, client deliverables, production activities, or event logistics in a deadline-driven environment.
Strong organization and follow-through, with the ability to manage multiple timelines and changing priorities.
Working proficiency in Microsoft Excel and confidence maintaining calendars, trackers, and detailed records.
Clear, professional communication and experience working with clients and multiple internal teams.
Technical or mechanical aptitude, including the ability to learn product specifications and understand detailed drawings.
A practical, adaptable approach to solving problems and keeping work moving.
Willingness to contribute both in client meetings and through hands-on support on the show floor.
High school diploma/GED required.
3+ years of experience in sales support, marketing operations, customer service, or administrative coordination.
Must be able to work a hybrid schedule and commute regularly to our Vandalia, Ohio facility, including approximately three (3) days per week onsite during onboarding/training and a minimum of two (2) days per week onsite thereafter.
Experience working with CRM systems, lead tracking tools, or sales databases.
Proficiency in Microsoft Office (Excel, Outlook, Word); ability to manage data accurately.
Strong written and verbal communication skills.
Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Proficient with Microsoft 365 (Word, Excel, PowerPoint, Outlook), Windows 10 or later; Adobe Acrobat; CRM tools (HubSpot).
Ability to manage program budgets and interpret portfolio KPIs; compute rate, ratio, and percent; create/read dashboards.
Ability to synthesize client objectives, define program success metrics, and drive cross-functional alignment.

Nice To Haves

Associate’s or bachelor’s degree in business, marketing, communications, or a related field preferred.
Familiarity with ECI ERP workflows for pre-sale orchestration is a plus.
Exhibits, trade shows, events, manufacturing, fabrication, production coordination, or technical customer support.
Project support involving physical products, equipment, or custom deliverables.
Familiarity with medical or veterinary equipment, or other products with technical requirements.

Responsibilities

Maintain client show calendars, Excel trackers, project timelines, and account documentation.
Track design, graphics, quote, and other project deadlines; follow up with clients and internal teams to keep deliverables moving.
Serve as a day-to-day liaison between clients, account executives, project managers, and supporting departments.
Communicate project status, clarify requirements, and flag missing information, delays, or issues that need attention.
Learn each account’s products, equipment, and exhibit requirements to coordinate details accurately and answer client questions.
Read and interpret detailed drawings, dimensions, and product information, and explain relevant details clearly to clients.
Support account executives with the daily coordination that allows them to focus on account strategy and business development.
Provide hands-on support at shows and events as needed, including organizing materials, handling boxes, cleaning display surfaces, and helping prepare client spaces.