Environments Project Coordinator

Inizio Engage XD • Philadelphia, PA

8h • Hybrid

About The Position

The Environments Project Coordinator supports the planning and delivery of exhibitions and booth projects, helping manage project timelines, budgets, documentation, and stakeholder communication. The role works with project managers, senior staff, directors, clients, suppliers, and internal delivery teams to keep projects running smoothly. It is a hybrid opportunity aligned with the company's creative and collaborative office in Philadelphia, and includes global travel for onsite project setup, delivery, and breakdown.

Requirements

• 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 and solution-oriented mindset.
• Passion for environments, exhibitions, and the events industry.

Responsibilities

• Assist Project Managers, Senior Project Managers, and Directors with planning, execution, and closeout of exhibit and environment projects within deadlines and budgets.
• Coordinate internal and external meetings, including agendas, notes, and action items.
• Maintain project documentation, timelines, and status reports using enterprise tools, including Smartsheet.
• Work with other service lines, including Creative, Logistics, and Live Production.
• Assist with tracking budgets, client purchase orders, and invoicing using company tools.
• Support post-event cost reconciliations and expense reporting.
• Communicate promptly with 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 act as a point of contact for crew and suppliers.

Benefits

• Learning, growth, and training opportunities, including involvement in broader workstreams.
• Reward and recognition initiatives.
• 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.

What This Job Offers

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