Client Project Coordinator – Exhibits & Events

Exhibit Concepts, Inc.; Vandalia (OH); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Exhibit Concepts, Inc. in Vandalia, OH, seeks a Client Project Coordinator to organize client exhibit and event programs, keep schedules moving, and coordinate with account executives, managers, designers, and production teams.

You will manage calendars, timelines, and deliverables, serve as the client contact, translate requirements into actionable steps, and provide hands-on support at shows as needed.

Qualifications

• High school diploma or GED is required; degree preferred.
• 3+ years in sales support, marketing operations, customer service, or admin coordination.
• Hybrid schedule; commute regularly to Vandalia, OH facility (onsite several days during onboarding).

Responsibilities

• Maintain client calendars, trackers, project timelines, and account documentation.
• Track design, quotes, and deadlines; follow up to keep deliverables moving.
• Serve as a day-to-day liaison between clients, account executives, and internal teams.
• Communicate project status and flag missing information, delays, or issues.
• Learn each account’s products and exhibit requirements to answer client questions.
• Provide hands‑on support at shows and events as needed.

Skills

Strong organization

Clear communication

Project coordination

Deadline-driven

Client service

Education

High school diploma/GED

Associate’s or bachelor’s degree in business, marketing, communications, or related field

Tools

HubSpot CRM

Microsoft Excel

Microsoft Office

ECI ERP workflows

Job description

Description

Exhibit Concepts is seeking a Client Project Coordinator to keep client exhibit and event programs organized, on schedule, and moving forward. You will manage the day-to-day details for assigned accounts, serve as a client contact, and coordinate with account executives, project managers, designers, and production teams to deliver what each client needs.

This role combines client service, administrative coordination, and hands-on project support. You will maintain show calendars, track deadlines, follow up on deliverables, and help translate client requirements into clear next steps for internal teams. It is an individual contributor position focused on account execution, with no direct reports, sales quotas, or responsibility for generating new business.

Our work moves quickly, and each account has different requirements. Some projects develop over several months; others require action within days. The right person enjoys organizing moving parts, learning how products and exhibits work, and following through when priorities change.

What you will do

• Maintain client show calendars, Excel trackers, project timelines, and account documentation.
• Track design, graphics, quote, and other project deadlines; follow up with clients and internal teams to keep deliverables moving.
• Serve as a day-to-day liaison between clients, account executives, project managers, and supporting departments.
• Communicate project status, clarify requirements, and flag missing information, delays, or issues that need attention.
• Learn each account’s products, equipment, and exhibit requirements so you can coordinate details accurately and answer client questions.
• Read and interpret detailed drawings, dimensions, and product information, and explain relevant details clearly to clients.
• Support account executives with the daily coordination that allows them to focus on account strategy and business development.
• Provide hands‑on support at shows and events as needed, including organizing materials, handling boxes, cleaning display surfaces, and helping prepare client spaces.

What you bring

• Previous professional experience coordinating projects, client deliverables, production activities, or event logistics in a deadline-driven environment.
• Strong organization and follow-through, with the ability to manage multiple timelines and changing priorities.
• Working proficiency in Microsoft Excel and confidence maintaining calendars, trackers, and detailed records.
• Clear, professional communication and experience working with clients and multiple internal teams.
• Technical or mechanical aptitude, including the ability to learn product specifications and understand detailed drawings.
• A practical, adaptable approach to solving problems and keeping work moving.
• Willingness to contribute both in client meetings and through hands‑on support on the show floor.
• Exhibits, trade shows, events, manufacturing, fabrication, production coordination, or technical customer support.
• Project support involving physical products, equipment, or custom deliverables.
• Familiarity with medical or veterinary equipment, or other products with technical requirements.

Requirements

Qualifications

• High school diploma/GED required, associate’s or bachelor’s degree in business, marketing, communications, or a related field preferred
• 3+ years of experience in sales support, marketing operations, customer service, or administrative coordination
• Must be able to work a hybrid schedule and commute regularly to our Vandalia, Ohio facility, including approximately three (3) days per week onsite during onboarding/training and a minimum of two (2) days per week onsite thereafter.
• Experience working with CRM systems, lead tracking tools, or sales databases.
• Proficiency in Microsoft Office (Excel, Outlook, Word); ability to manage data accurately
• Strong written and verbal communication skills
• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment

Skills

• Computer Skills - Proficient with Microsoft 365 (Word, Excel, PowerPoint, Outlook), Windows 10 or later; Adobe Acrobat; CRM tools (HubSpot). Familiarity with ECI ERP workflows for pre-sale orchestration is a plus.
• Mathematical Skills - Ability to manage program budgets and interpret portfolio KPIs; compute rate, ratio, and percent; create/read dashboards.
• Reasoning Ability - Ability to synthesize client objectives, define program success metrics, and drive cross-functional alignment.
• Physical Demands - Office/computer work for planning; during installations, may occasionally lift/move up to 50 pounds.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Please note that this job description is not designed to cover or contain a comprehensive listing of duties and responsibilities that are required of the employee for this position. Duties and responsibilities may change at any time with or without notice.