Exhibits Coordinator (Hybrid)

The Exhibits Coordinator will assist with the planning, pricing, sourcing, producing, maintaining, and managing exhibit services projects. This position will also serve as a point of communication between the Operations team and Exhibit Solutions Services team to ensure strong communication and collaboration between the departments. 

Key Contributions For The Role

• Serve as the primary point of contact between the Exhibits team and other departments including shop, graphics, and warehouse across all branches.
• Manage day-to-day operational aspects of all Exhibits projects and ensure quality standards and project timelines.
• Maintain and update the Exhibits National Planning Boards, tracking 30-, 60-, and 90-day activity.
• Ensure project documents are accurate, complete, and shared with relevant branches to maintain consistency.
• Manage existing outsource vendor network, including development of additional resources, request estimates of custom elements needed by sales, complete appropriate paperwork for all ordered items and track back to estimate for correct billing and ensures timely and accurate invoicing.

• Ensure all operational aspects are covered, especially the operations for all Exhibits project production downloads.
• Track and report on 3 Code TL reports, maintaining organized files for reference.
• Assist in managing project budgets, recapping expenses, and ensuring accurate expense reporting.
• Assist with managing Exhibits projects as needed in the field in a supervisory capacity.
• Use Salesforce and Exhibits portal to maintain department planning activities and needs.
• Provide estimates for labor, rigging, and other project costs.
• Identify additional resources needed based on the ESS portfolio to balance staffing requirements through the planning process.
• Manage the work orders process, including writing, submitting, and logging work orders and deliverables.
• Collaborate with the coordinator to create supervisor files and order all necessary services for events.
• Use agendas to conduct effective and timely pre-event meetings for final preparations of all Exhibits projects and 3 codes.
• Provide expertise and guidance during the developmental stage of projects, ensuring accurate pricing and resource allocation.

• A minimum of 2 years of experience in field operations of trade events or related experience.
• A minimum of 2 years of supervisory experience and ability to manage union and non-union labor
• Proven experience in custom exhibit design and systems, with a 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 as well as organizational skills.
• Ability to multi-task
• Bachelor’s degree in a related field; equivalent experience may be substituted for formal education

Aligning With Our Values For Success

• 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.

Please note that the roles and responsibilities outlined in this job description are not exhaustive and may be subject to change. Additional tasks may be assigned as needed to meet the evolving needs of the company.

Shepard is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, age, color, sex, gender identity, sexual orientation, non-disqualifying physical or mental disability, veteran status, or other non-merit factor. All employment decisions are made based on business needs, job requirements, individual qualifications, and merit.