Trade Shows and Exhibits - Project Manager

Eclipse Creative is looking for a Project Manager in their Exhibits division. This full-time position is responsible for the planning and oversight of Eclipse Exhibits’ projects to ensure they are completed in a timely fashion, within budget and to customer satisfaction. The Project Manager will play a pivotal role in ensuring the successful planning, coordination, and execution of trade show exhibits for our clients. The Project Manager will collaborate with and direct cross-functional teams and external vendors to deliver high quality exhibits that meet and exceed client expectations.

Essential Responsibilities/Outputs:

• Project Planning and Strategy: Collaborate with clients to understand their goals, requirements, and expectations. Develop project timelines and budgets. Create and maintain project documentation, including scope of work, project schedules, and costs of goods.
• Resource Management: Identify and allocate resources, including personnel, materials, and vendors needed to fulfill project expectations. Manage project teams and deliverables. Oversee the procurement and logistics of exhibit materials and components.
• Communication and Collaboration: Collaborate with the Eclipse Exhibits team to deliver project on time and within budget. Act as the primary point of contact for clients, internal teams, and external vendors in relation to the project.
• Timeline: Monitor project progress and proactively address potential delays. Maintain a strong focus on meeting project deadlines and milestones.
• Budget Management: Track project expenses and ensure projects stay within budget. Provide invoicing and financial documentation to the accounting department and management team. Analyze job costs and execute invoice reconciliation as needed.
• Post-Show Evaluation: Prepare project reports and information needed to close out projects.

Essential Skills and Experience:

• Do you thrive on bringing order to chaos?
• Can you juggle multiple projects at different stages of the project cycle?
• Do you have the ability to build an organizational system that ensures that you notice(and follow up on) the absence of something (e.g., vendor quote, graphic proof, shipping notification, etc.)?
• Are you able to highly perform in a fast-paced, deadline-driven environment with interruptions?
• Have you been told your attention to detail and organizational skills are superior?
• Do you have 3-5 years of project management or related experience? (including quoting, ordering, and fulfillment; Bachelor’s degree strongly desired)
• Do you have proven experience seeing projects through a full life cycle?
• Have you demonstrated excellence in analytical and problem-solving roles?
• Are you highly self-motivated and able to work independently, with little structure or oversight?
• Do you have exceptional and prompt communication (verbal, written) skills to support all aspects of the role?
• Do you have proven ability to complete projects according to outlined scope, budget, and timeline?

Competencies:

• Strong writing and grammar
• Time management skills
• Ability to withstand interruptions and multi-task
• Superior organizational skills and attention to detail
• Impeccable follow through
• Initiative, self-direction
• Honesty and integrity
• Relationship building / interpersonal skills
• Adaptability and flexibility
• Resilient, resourceful, optimistic, and energetic
• Teachable and dedicated to personal growth
• Positive attitude and professional conduct

Overall Position Summary

• You are able to actively manage projects, ensuring each step in the project cycle (whether that step is yours or someone else’s) is completed in a timely manner and within budget.
• You are prepared and able to report on the status of the projects you manage with confidence.
• Possess a comprehensive knowledge of Eclipse Exhibits’ products and services and how they meet our customers’ needs.
• Manage vendors and suppliers by communicating expected deliverables and following up as needed to ensure orders are received, correct, complete, and shipped on time to the correct location.
• Utilize industry best practices, techniques, and standards throughout the entire execution of project.
• Comfortable operating within established SOP (standard operating procedures) and enforcing it as needed.
• Analyze project performance to identify areas of improvement.
• Timely and accurate communication with Sales Manager, Sales Representatives, other colleagues, vendors, and customers.

Demonstrated Company Values

• Creative
• Enthusiastic
• Growth-minded
• Committed
• Team Player

Measurement

This position will be evaluated, in part, based on the following outcomes:

• Fulfillment of projects according to outline scope, budget, and timeline.
• Adherence to Standard Operation Procedures.
• Satisfactory stakeholder feedback as related to the communication, responsibilities, and functional requirements of this role.
• Critical thinking and problem-solving skills that ensure the organization regular, uninterrupted, profitable, and effective operations.

Credentials, Education, and Certifications:

• Bachelor’s Degree preferred, but not required.