Exhibits Coordinator

Shepard Exposition Services•Houston, TX

About The Position

The Exhibits Coordinator is responsible for supporting the end-to-end management of exhibits services projects, including planning, pricing, sourcing, production, and ongoing maintenance. This role serves as a key liaison between the Operations team and the Exhibits Solutions Services (ESS) Team, ensuring seamless communication, collaboration, and alignment across departments to deliver high-quality exhibits solutions. Key Contributions of the Role Act as the primary liaison between the Exhibits team and internal departments, including shop, graphics, and warehouse, across all branch locations. Manage day-to-day operational activities for Exhibits projects, ensuring adherence to quality standards, timelines, and deliverables. Maintain and update the Exhibits National Planning Boards, tracking 30-, 60-, and 90-day activities to support proactive planning. Ensure accuracy and completeness of project documentation, distributing materials to relevant branches for consistency. Manage existing outsource vendor network, including: Identifying and developing additional resources. Requesting estimates of custom elements required by sales. Completing all necessary paperwork for ordered items and reconciling them against estimates for accurate billing. Ensuring timely and accurate invoicing. Oversee operational requirements for Exhibits project production downloads to guarantee smooth execution. Track and report on 3 Code TL reports, maintaining organized and accessible files for reference. Assist in managing project budgets, including expense reconciliation and accurate reporting. Provide on-site supervisory support for Exhibits projects as needed. Utilize Salesforce and the Exhibits portal to manage departmental planning activities and resource needs. Prepare cost estimates for labor, rigging, and other project-related costs. Identify and secure additional resources based on the ESS portfolio to balance staffing requirements through the planning process. Manage the work order process, including writing, submitting, and logging work orders and deliverables. Collaborate with coordinators to create supervisor files and order necessary services for events. Use agendas to conduct effective and timely pre-event meetings for final preparations of Exhibits projects and 3 codes. Offer expertise and guidance during the project development stage to ensure accurate pricing and resource allocation.

Requirements

Minimum of 2 years of experience in field operations for trade events or related industry, with demonstrated expertise in managing complex projects.
At least 2 years of supervisory experience, including the ability to manage union and non-union labor teams.
Proven experience in custom exhibit design and systems, with a strong creative approach to problem-solving.
Ability to develop, execute, and revise comprehensive project work plans that outline key objectives, timelines, resources, and deliverables.
Ability to thrive in a fast-paced environment while meeting tight deadlines and managing multiple projects simultaneously.
Strong written and verbal communication skills, coupled with strong organizational skills.
Demonstrated capability to prioritize and handle multiple tasks efficiently.
Bachelor’s degree in a related field; equivalent experience may be substituted for formal education.
Demonstrate Core Values of Caring, Commitment, Integrity, Spirit, Responsiveness, Inclusivity, and Teamwork.
Ability to perform as a responsible ESOP owner, by making daily decisions to benefit the client and the company.
Treat all internal and external customers with courtesy and respect, as outlined in our Blue Diamond Customer Service Program.

Responsibilities

Act as the primary liaison between the Exhibits team and internal departments, including shop, graphics, and warehouse, across all branch locations.
Manage day-to-day operational activities for Exhibits projects, ensuring adherence to quality standards, timelines, and deliverables.
Maintain and update the Exhibits National Planning Boards, tracking 30-, 60-, and 90-day activities to support proactive planning.
Ensure accuracy and completeness of project documentation, distributing materials to relevant branches for consistency.
Manage existing outsource vendor network, including: Identifying and developing additional resources, Requesting estimates of custom elements required by sales, Completing all necessary paperwork for ordered items and reconciling them against estimates for accurate billing, Ensuring timely and accurate invoicing.
Oversee operational requirements for Exhibits project production downloads to guarantee smooth execution.
Track and report on 3 Code TL reports, maintaining organized and accessible files for reference.
Assist in managing project budgets, including expense reconciliation and accurate reporting.
Provide on-site supervisory support for Exhibits projects as needed.
Utilize Salesforce and the Exhibits portal to manage departmental planning activities and resource needs.
Prepare cost estimates for labor, rigging, and other project-related costs.
Identify and secure additional resources based on the ESS portfolio to balance staffing requirements through the planning process.
Manage the work order process, including writing, submitting, and logging work orders and deliverables.
Collaborate with coordinators to create supervisor files and order necessary services for events.
Use agendas to conduct effective and timely pre-event meetings for final preparations of Exhibits projects and 3 codes.
Offer expertise and guidance during the project development stage to ensure accurate pricing and resource allocation.