Client Services & Trade Show Coordinator

The Client Services Representative (CSR) is responsible for project administration, trade show coordination, portable program management, and sales support activities. This role ensures projects are properly opened, documented, and maintained within the company's project management and business systems while providing ongoing support throughout the project lifecycle.

The CSR serves as a key operational resource for Sales, Project Managers, Warehouse, Traffic, and clients by coordinating information, managing project documentation, processing orders, facilitating show services, and maintaining accurate project records. Success in this role requires exceptional organization, attention to detail, customer service skills, and the ability to manage multiple priorities simultaneously.

Key Responsibilities

Project Initiation & Administration

• Open and set up projects within Exhibit Force, our operations management software.
• Create project tasks as directed by Sales or Project Managers.
• Assist Sales with gathering information required for project estimates and trade show planning.
• Maintain project data integrity, ensuring project records, contacts, and documentation remain accurate and up to date.
• Identify and resolve missing project information before work is released to internal departments, ensuring teams have the information necessary to execute efficiently.

Trade Show Coordination

• Coordinate show services, labor, furniture rentals, insurance certificates, and supervision requests for trade shows.
• Monitor show service deadlines and proactively communicate upcoming milestones to Sales and Project Managers.
• Ensure Warehouse and Traffic teams receive complete and accurate logistics information.
• Coordinate travel arrangements for exhibit supervision staff, including flights, hotels, rental vehicles, and other travel logistics in accordance with company policies and approved project budgets.

Portable Program Management & Client Support

• Serve as the primary administrative contact for portable display programs and repeat trade show projects.
• Process portable display orders and client requests.
• Monitor portable program inventory availability and notify Sales of potential conflicts.
• Create proposals, activate jobs, and coordinate fulfillment activities.
• Maintain client inventory records and project documentation.
• Communicate order status, shipping information, project updates, and issue resolution directly with clients as needed.

Project Closeout & Support

• Maintain project records and historical documentation to support future reorders, repeat programs, and annual trade show planning.
• Review show service costs and communicate discrepancies.
• Document and communicate any damages, shortages, lost materials, or client concerns identified during project closeout to Sales and Project Management.
• Collect and ensure project photos are uploaded to Exhibit Force at project completion.
• Assist with invoicing, change orders, and other administrative support activities.

Qualifications

• Associate's or Bachelor's degree in Business, Communications, Event Management, Operations, or related field preferred.
• 2 years of experience in customer service, project coordination, exhibit management, trade shows, events, or related industries.
• Strong organizational and time-management skills.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong customer service orientation and problem-solving abilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace, and other business software applications.