Project Specialist – Tradeshows

Exhibit Concepts•Vandalia, OH

About The Position

The Project Specialist – Tradeshows coordinates the planning, development, and implementation of assigned displays, exhibits, and tradeshow-related projects. This role serves as a key point of contact for clients and internal teams, helping ensure projects are completed on time, within scope, and within budget. The Project Specialist supports project coordination from initial planning through execution, including project documentation, scheduling, cost review, internal communication, ERP/project management system updates, show information research, and coordination with sales, operations, production, vendors, subcontractors, and clients.

Requirements

High school diploma or equivalent required.
Minimum of three years of related experience in project coordination, administrative support, client service, operations support, or a similar office-based role required.
Strong organizational skills with the ability to manage multiple priorities, deadlines, and project details.
Strong verbal and written communication skills, including the ability to communicate proactively with clients and internal teams.
Ability to follow established processes, document project details accurately, and maintain organized records.
Ability to review project information, identify discrepancies, and escalate issues appropriately.
Basic mathematical skills, including the ability to calculate figures and amounts such as discounts, percentages, and related project costs.
Ability to apply common sense understanding to carry out written and verbal instructions.
Ability to problem-solve within established processes and work effectively in a fast-paced, team-oriented environment.
Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
Experience using Adobe Acrobat.
Experience with ERP, CRM, project management, or order management systems.
Ability to learn and effectively use internal systems and project tracking tools.
Mathematical Skills - Ability to calculate figures and amounts such as discounts, interest, and percentages.
Reasoning Ability – Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Nice To Haves

Experience in tradeshows, exhibits, events, construction, fabrication, project coordination, or client-facing project support is preferred.
Experience coordinating multiple projects, deadlines, vendors, or internal stakeholders is preferred.
Ability to read detailed floor plans is a plus.
Technical Drawing Knowledge - Ability to read detailed floor plans

Responsibilities

Serve as the primary point of contact for assigned client projects, communicating with clients based on the complexity and needs of each project.
Coordinate project planning, development, and implementation activities to ensure project goals, timelines, specifications, and budget expectations are met.
Manage and maintain project information through ECI’s ERP system and project management tools.
Assist in developing and defining project scope of work and provide oversight to help ensure project requirements and specifications are met.
Review cost estimates against final project scope, including labor hours, subcontractor roles and costs, material costs and availability, site-specific requirements, and resource allocation.
Coordinate activities of assigned project personnel, internal departments, vendors, and subcontractors to support timely and accurate project completion.
Monitor project accounting tasks and assign or track tasks in accordance with departmental standard operating procedures.
Ensure proper ECI processes are followed throughout each assigned project.
Communicate proactively and effectively with sales, operations, production, project management, clients, and other internal departments.
Assist the Sales team with shows, quotes, work orders, and Exhibitforce orders.
Research show information, download relevant documentation, and organize project-related details.
Update departmental spreadsheets, trackers, and project documentation as needed.
Support follow-up with prospective clients by forwarding contact information to the appropriate ECI personnel.
Contribute to department and organizational success by taking ownership of new requests, identifying opportunities to add value, and supporting continuous improvement.
Perform other duties and responsibilities as assigned by management.