Environments Project Coordinator

Emota • Philadelphia, PA

9d • Hybrid

About The Position

As an Environments Project Coordinator, you will support the planning and delivery of exhibitions and booth projects, helping manage project timelines, budgets, and stakeholder communications. You will coordinate with internal teams, suppliers, and clients to support projects from planning through closeout. The role is hybrid and aligned with the company's creative, collaborative office in Philadelphia, and includes global travel for onsite event setup, delivery, and breakdown.

You will assist Project Managers, Senior Project Managers, and Directors with project coordination, documentation, budget tracking, and client and stakeholder support. You will work with service lines including Creative, Logistics, and Live Production, and help support crews and suppliers during onsite events.

Requirements

• Three years of experience in a project coordination role within exhibit or booth planning, or broader event planning.
• Ability to maintain an organized approach across multiple projects with differing timelines.
• Proficiency in Microsoft Office.
• Experience using project management tools.
• Comfort with global travel and attending onsite events.
• Proactive, solution-oriented mindset.
• Passion for environments, exhibitions, and the events industry.

Responsibilities

• Assist Project Managers, Senior Project Managers, and Directors in planning, executing, and closing out exhibit and environment projects according to deadlines and budgets.
• Coordinate internal and external meetings, including agendas, meeting notes, and action points.
• Maintain project documentation, timelines, and status reports using enterprise tools, including Smartsheet.
• Work alongside other service lines, including Creative, Logistics, and Live Production.
• Track budgets, client purchase orders, and invoicing using company tools.
• Support cost reconciliations and post-event expense reporting.
• Provide timely communication to the Project Lead and relevant delivery teams.
• Prepare presentations and documentation for internal and client-facing use.
• Travel globally to support onsite event setup, delivery, and breakdown.
• Support the broader team onsite and serve as a point of contact for crew and suppliers.

Benefits

• Great compensation package
• 23 days' annual leave plus public holidays, company closure over Christmas, and personal days
• Three days of volunteering leave
• Private Medical Plan
• Life Insurance
• 401(K) Plan
• Hybrid working
• Group Income Protection
• Opportunities to learn, grow, train, and get involved in broader workstreams
• Reward and recognition initiatives

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed