Coordinator, Event Services

ACCESS TCA INCORPORATED; Northbridge, Boston (MA, MA); On-site; USD 50,000 - 55,000; Full time

Job summary

ACCESS TCA INCORPORATED is seeking an Entry Level Coordinator for event services in the Boston area. The role focuses on trade show scheduling, budgeting, and on-site coordination with vendors and venues to ensure successful exhibits.

You will review show guidelines, prepare service estimates, and manage timelines from planning through dismantle, while ensuring compliance with venue and union requirements.

Qualifications

• 2-year degree in a related field preferred.
• 1–2 years experience in trade shows, purchasing, event planning, or scheduling.
• Excellent communication and attention to detail.
• Ability to manage multiple priorities with tight deadlines.
• Ability to work independently with minimal supervision.

Responsibilities

• Maintain knowledge of each client’s trade show schedule and review event information.
• Review exhibitor guidelines and ensure proper contractor paperwork and insurance.
• Develop timelines for on-site vendor services to meet deadlines.
• Attend production launch meetings and QARs.
• Provide detailed service estimates for booths (portable and inline).
• Order all show-related services and issue purchase orders.
• Distribute service orders to onsite supervisors and labor vendors.
• Monitor set-up, show, and dismantle timelines and provide onsite support.
• Review post-show costs through project reconciliation.
• Ensure compliance with show venues, contractors and union requirements.

Skills

Attention to detail

Communication skills

Organizational skills

Independent / self-motivated

Customer service

Education

2-year degree

Tools

Microsoft Office

Job description

Job Details: Job Location: Boston - Whitinsville, MA 01588, Position Type: Full Time, Education Level: 2 Year Degree, Salary Range: $50,000.00 - $55,000.00 Salary, Travel Percentage: Negligible, Job Category: Entry Level, Coordinator, Event Services

What you’ll do:

• Maintain a working knowledge of each client’s trade show schedule. Present a strategic approach for managing shows by reviewing event information and exhibitor manuals
• Review exhibitor guidelines and trade show regulations to ensure proper submission of contractor paperwork and insurance. Identify and proactively communicate any obstacles in advance of each show.
• Develop timelines relative to contracted on-site vendor and services to ensure deadlines are met.
• Attend production launch meetings and QARs.
• Provide detailed service estimates for portable and in-line booths.
• Order all show-related services, issuing purchase orders to secure service bookings with vendors.
• Distribute service orders for onsite supervisors, account management and labor services vendor
• Monitor the set-up, show, and dismantle timeline. Be accessible to provide support to onsite supervisors and account managers.
• Review post-show costs through project reconciliation.
• Ensure compliance with show venues, contractors and union requirements.

Qualifications: What we’d love to see:

• Bachelor’s degree in event management, marketing, or general business is preferred
• 1-2 years of experience in the trade show industry or purchasing, event planning or scheduling environments
• Strong attention to detail and accuracy, excellent communication skills
• Strong organizational skills with proven ability to manage multiple priorities while adhering to strict deadlines
• Must be able to work independently, effectively executing assigned projects with little or no supervision
• Strong working knowledge of Microsoft Office
• Customer service skills for interacting with colleagues and vendors