Environments Project Coordinator
About The Position
The Environments Project Coordinator supports the planning and delivery of exhibitions and booth projects, coordinating project timelines, budgets, documentation, and stakeholder communications to help ensure projects run smoothly with internal teams, suppliers, and clients. The role reports to a Senior Project Manager and works across service lines including Creative, Logistics, and Live Production. It includes global travel for onsite setup, delivery, and breakdown, as well as support for crew and suppliers at events. The position offers a hybrid working arrangement aligned with the company's Philadelphia office.
Requirements
- At least 3 years of experience in project coordination for 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, executing, and closing out exhibit and environment projects to deadline and within budget.
- 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.
- Assist with tracking budgets, client purchase orders, and invoicing using company tools.
- Support cost reconciliations and expense reporting after events.
- 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 team onsite and act as a point of contact for crew and suppliers.
Benefits
- Opportunities to learn, grow, and train, and to participate in broader workstreams.
- Reward and recognition initiatives.
- Great compensation package.
- 23 days of annual leave plus public holidays, company closure over Christmas, and personal days.
- 3 days of volunteering leave.
- Private Medical Plan.
- Life Insurance.
- 401(K) Plan.
- Hybrid working.
- Group Income Protection.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
