Environments Project Coordinator

Inizio-Engag; Philadelphia (Philadelphia County); Híbrido; USD 55.000 - 70.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Great compensation package

23 days' annual leave plus holidays

Private Medical Plan

Life Insurance

Group Income Protection

Descripción de la vacante

Inizio Engage XD seeks a Project Coordinator to support planning and delivery of high-impact exhibitions and booth projects. You will assist in budgeting, timelines, and stakeholder communications, reporting to a Senior Project Manager. This hybrid role is based in Philadelphia with global onsite travel.

You will coordinate meetings, manage documentation, and work with multiple teams to ensure on-time project completion and client satisfaction.

Formación

• 3 years' experience within a project coordination role within exhibit/ booth planning or broader event planning.
• Ability to maintain an organised approach across multiple projects with differing timelines.
• Proficiency in Microsoft Office and experience of using project management tools.

Responsabilidades

• Assist project managers, seniors and directors in planning, executing and closing Exhibit/Environment projects on time and within budget.
• Coordinate internal and external meetings, agendas, notes and action points.
• Maintain accurate project documentation, timelines and status reports using enterprise tools like Smartsheet.
• Collaborate with Creative, Logistics and Live Production teams.
• Assist in tracking budgets, client POs and invoicing using company tools.
• Support cost reconciliations and expense reporting after events.
• Provide timely communication to project leads and delivery teams.
• Prepare presentations and documentation for internal and client-facing use.
• Travel globally for on-site setup, delivery and breakdown; act as a contact for crew and suppliers.

Conocimientos

Project coordination

Event planning

Travel readiness

Herramientas

Smartsheet

Microsoft Office

Descripción del empleo

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

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
• Private Medical Plan
• Life Insurance
• 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.

As set forth in Inizio's Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.