Estimating Coordinator at MSM – Webster, New York

Estimating Coordinator for Tradeshows & Events

MSM is woman-owned, experiential agency bringing brands to life through strategy, award-winning experience design, and flawless execution for trade shows, events, environments, and customer engagements. We deliver with genuine passion and a commitment to exceeding customer expectations and creating exceptional customer experiences.

At MSM, we are dedicated to exceeding client expectations and fostering a service-driven culture. We value honest feedback and advice, promoting continuous improvement and mutual respect. We live by our four core values That support these themes:

• Thrive in a demanding environment

• Build meaningful relationships

• Demonstrate a positive attitude and adapt to change

• Set high standards and strive to exceed

Ideal Candidate Attributes

This position is a key member of the Estimating & Procurement team and provides support to the team as well as managing all the on-site service orders for the assigned tradeshows and events.

• Organized Multitasker: Manages multiple projects and deadlines with efficiency and precision, keeping all service elements on track in a fast-paced tradeshow environment.
• Collaborative Team Player: Works seamlessly with internal teams including Project Management and Production, fostering clear communication and mutual support.
• Customer-Focused Communicator: Acts as a confident liaison between internal teams like Client Services and Estimating, along with external vendors, labor partners, and show management with professionalism and clarity, ensuring everyone stays informed and aligned.
• Detail-Oriented Executor: Maintains accurate records of purchase orders, estimates, expenses, and project closeouts—ensuring nothing falls through the cracks.
• Adaptable Problem Solver: Responds promptly and resourcefully to last-minute changes, urgent vendor issues, or onsite challenges with a calm, positive attitude.
• Relationship Builder: Develops strong, trust-based relations with vendors and internal teams alike while advocating for quality service and issue resolution.
• Technologically Proficient: Comfortable with Microsoft Office and Project Management software. Learns new systems and best practices quickly to support efficient project and spend management.
• Results-Driven Self-Starter: Takes initiative and ownership of assigned tasks and projects, driving them to completion while consistently meeting deadlines and quality standards.

Key Responsibilities:

• Source and purchase a wide variety of products and services for tradeshow and event needs, ranging from routine supplies to specialty or custom items.
• Build, maintain, and leverage strong vendor relationships to drive accountability and ensure successful project outcomes.
• Collaborate with the team to analyze specifications and accurately estimate costs.
• Create project estimates, purchase order requisitions, and reconcile credit card transactions for accurate billing and budget alignment.
• Track purchasing workflows, manage order timelines, and ensure timely material delivery for event setups.
• Manage and resolve order discrepancies, pursue credits or adjustments, and reconcile billing issues.
• Support project management team as the liaison between vendors, labor partners, and internal teams for project coordination.
• Ensure accuracy in purchase orders and invoicing.
• Adapt quickly to last-minute changes, urgent vendor issues, or onsite challenges, providing support and solutions as needed.
• Champion cost-effective buying practices and ensure compliance with company requirements.
• Assist the team in various assigned projects or initiatives.

Required Skills and Experience:

• Bachelor’s Degree or equivalent experience required
• A team player that collaborates well with others to achieve common objectives.
• Highly motivated and resourceful self-starter, and possess the capacity to solve problems and think proactively
• High level of organizational, planning & problem-solving skills, with the ability to prioritize with minimal direction and manage multiple competing projects/tasks in a fast-paced environment
• Strong attention to detail, with sense of urgency to obtain results, consistently meet deadlines and produce accurate work
• Exceptional written and verbal communication skills (phone, remote, and in person)
• Ability to accept constructive criticism
• Proficiency with Microsoft Office applications, with capacity to learn and understand new systems and processes
• Familiarity with tradeshows or events is a plus

Salary range for these positions is purposefully broad. The initial compensation offered may be outside of this range and will be determined by multiple factors, including the applicant’s job-related skills, relevant experience, and education. This role offers significant opportunities for growth in terms of role development and compensation.

· Compensation Range: $62,500 - $70,000