Healthcare Services, Pharmaceutical Commercialization, Marketing & Advertising, Consulting

Environments Project Coordinator

Philadelphia, PAHybridFull TimePosted 9 days agoVisa sponsorship available

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Required skills

Project Coordinator
Exhibit/ Environment projects
Smartsheet
Microsoft Office
3 years' experience
project coordination
exhibit/ booth planning
event planning
organised approach
multiple projects

Nice to have

Environments/ Exhibitions
events industry
Creative
Logistics
Live Production
Client POs

Role summary

This Project Coordinator role supports the planning and delivery of exhibitions and booth projects, reporting to a Senior Project Manager. Responsibilities include coordinating project timelines, budgets, and stakeholder communication with internal teams, suppliers, and clients. The role involves maintaining project documentation using tools like Smartsheet, assisting with budget tracking and invoicing, preparing client-facing materials, and providing onsite support globally during event set-up and breakdown. A passion for the events industry and 3 years of experience in project coordination within exhibit or event planning are required, along with proficiency in Microsoft Office and project management tools. This is a hybrid role based in Philadelphia.

A bit about the role …

As a Project Coordinator you'll play a pivotal role in supporting the planning and delivery of innovative, high-impact exhibitions and booth projects. Reporting to a Senor Project Manager, your coordination of project elements including timeline and budget management and stakeholder communication supports the smooth running of projects with our teams, suppliers and clients. We offer a hybrid working opportunity aligned with our creative and collaborative office in Philadelphia.

What you'll be doing …

Your key responsibilities include the following:

Project Coordination:

Assist our team of Project Managers, Seniors and Directors in planning, executing and closing out Exhibit/ Environment projects according to deadlines against budget

Help coordinate internal and external meetings including agendas, meeting notes and action points

Maintain accurate project documentation, timelines and status reports on all your assigned projects using enterprise tools including Smartsheet

Work alongside other Service Lines including Creative, Logistics and Live Production

Budget Management:

Assist in tracking budgets, client POs and invoicing using our company tools

Support cost reconciliations and expense reporting post event

Client and Stakeholder Support:

Provide timely communication to Project Lead and across relevant delivery teams

Prepare presentations and documentation for internal and client-facing use

Onsite Support:

You will travel globally, participating in on-site set-up, delivery and breakdown

Support the broader team onsite, being a point of contact for crew and suppliers

What you'll need to have …

A passion for Environments/ Exhibitions and the events industry overall

3 years' experience within a project coordination role within exhibit/ booth planning or broader event planning

The ability to maintain an organised approach across multiple projects with differing timelines

Proficiency in Microsoft Office and experience of using project management tools

A comfortability with travelling and attending onsite events globally

A proactive and solution orientated mindset

Benefits …

We promote opportunities to learn, grow, train and get involved in broader workstreams that add to our work culture as well as a number of reward and recognition initiatives

Inizio Engage, XD offers a suite of benefits and perks including (but not limited to):

Great compensation package

23 days' annual leave plus public holidays, company closure over Christmas and personal days

3 days volunteering leave

Private Medical Plan

Life Insurance

401(K) Plan

Hybrid working

Group Income Protection

A bit about us ….

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content

We believe in our values: We empower everyone | We rise to the challenge | We work as one | We ask what if | We do the right thing, and we will ask you how your personal values align to ours.

Don't meet every job requirement? That's okay! We are dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.

Ready to apply?

You'll be redirected to Inizio Engage XD's application page.