Project Specialist – Tradeshows in Vandalia, Ohio at Exhibit Concepts Inc.

Scope of 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.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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.

Additional Responsibilities

• Perform other duties and responsibilities as assigned by management.

Education and Experience

• 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.
• 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.
• 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. Ability to read detailed floor plans is a plus.
• 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.
• Technical Drawing Knowledge - Ability to read detailed floor plans

Physical Demands and Work Environment: The physical demands described here are representative of those required of an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee may also be regularly required to walk, bend, reach, push, pull, lift, sit for extended periods, and frequently work at a computer. The employee must occasionally lift and/or move up to 15 pounds.

Travel Requirements: Travels to project sites, meetings, or events as requested