Environments Project Coordinator

WRG; Philadelphia (Philadelphia County); Hybrid; USD 52,000 - 68,000; Full time

Job summary

Emota is seeking a proactive Project Coordinator to support planning and delivery of exhibitions and booth projects in a hybrid Philadelphia office. You will assist Project Managers and senior leaders, helping manage timelines, budgets and stakeholder communications to keep programs running smoothly.

You’ll coordinate meetings, maintain accurate project documentation using Smartsheet, and collaborate with Creative, Logistics and Live Production teams.

Qualifications

• 3 years’ experience coordinating exhibit booths or event projects.
• Ability to manage timelines and budgets across multiple projects.
• Willingness to travel globally for onsite events.

Responsibilities

• Assist PMs, Seniors and Directors in planning, executing and closing exhibit projects within deadlines against budget.
• Coordinate internal and external meetings, agendas, notes and action points.
• Maintain project docs, timelines and status reports using enterprise tools including Smartsheet.
• Collaborate with Creative, Logistics and Live Production teams.
• Track budgets, client POs and invoicing; support cost reconciliations after events.
• Provide timely communication to Project Lead and delivery teams; prepare client-facing docs.
• Travel globally for onsite setup, delivery and breakdown; support crews and suppliers.

Skills

Project coordination

Budget tracking

Stakeholder communication

Microsoft Office

Travel readiness

Tools

Smartsheet

Job description

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 …

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

• 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! Our company is 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.