Environments Project Coordinator

Inizio • Philadelphia, PA

9d • Hybrid

About The Position

As an Environments Project Coordinator, you will support the planning and delivery of exhibitions and booth projects. Reporting to a Senior Project Manager, you will coordinate project timelines, budgets, documentation, and stakeholder communication to help projects run smoothly with internal teams, suppliers, and clients. The position is hybrid and aligned with the company’s creative, collaborative office in Philadelphia, with global travel for onsite event work.

You will assist Project Managers, Senior Project Managers, and Directors with project planning, execution, and closeout; coordinate meetings; maintain project records and status reports; track budgets and invoicing; prepare presentations and other documentation; and support onsite setup, delivery, and breakdown. You will work with teams across Creative, Logistics, and Live Production.

Requirements

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

Responsibilities

• Assist Project Managers, Senior Project Managers, and Directors in planning, executing, and closing out exhibit and environment projects to deadlines and within budget.
• Coordinate internal and external meetings, including agendas, meeting notes, and action points.
• Maintain accurate project documentation, timelines, and status reports for assigned projects 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 post-event cost reconciliations and 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 setup, delivery, and breakdown.
• Support the broader onsite team and serve as a point of contact for crew and suppliers.

Benefits

• Great compensation package.
• 23 days of 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.
• Learning, growth, and training opportunities, involvement in broader workstreams, and reward and recognition initiatives.

What This Job Offers

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