Site Services Coordinator

Responsibilities

The Site Services Coordinator responsibilities include, but are not limited to:

Pre-Event Stage

• Generate services estimate to include: show services, I&D, traveling supervision, AV rental and furniture rental
• Act as site services expert on activities associated with trade show/event coordination
• Work with GC/Show Management on approvals and show requirements
• Obtain and maintain accurate show schedules for each project
• Attend internal pre-show and launch meetings

Fulfillment Stage

• Maintain/coordinate accurate site services estimate/orders/schedules for each project by communication and coordination with Account Manager, Project Managements and Fulfillment team and submit show orders before advanced deadline dates
• Maintain the server show folder for project ensuring the completeness and accuracy of all required checklists, schedules, show orders/confirmations, and all required show approvals
• Coordinate travel for Supervisor as needed
• Submit EAC, COI and Booth Approvals
• Prepare/distribute show site binder
• Coordinate I&D Labor Service with preferred partners, review/approve invoicing and submit purchase orders
• Review/approved daily time sheets throughout install/show/dismantle
• Arrange round-trip transportation of exhibit properties

Post-Event Stage  

• Work with contractors and trade show management to resolve problems and negotiate refunds
• Review post show reports and attend internal post show review
• Review/reconcile final I&D labor hours (internal and external)
• Prepare site services reconciliation to Account Management for final billing

Experience/Requirements

• 3-years in a site services coordinator role, or similar  
• Ability to multi-task and meet deadlines
• Demonstrates exceptional organizational skills
• Possesses outstanding verbal and written communication skills