Portables Coordinator

Catalyst Exhibits; Kenosha (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Catalyst Exhibits is seeking a Portables Coordinator in Kenosha, WI to manage 10x10 to 10x20 portable exhibit programs from start to finish. This client-facing role requires clear communication, virtual presentation skills, and coordination across warehouse and accounting teams.

You will create engaging Teams presentations, review orders, manage rush requests, and ensure accurate, on-time materials for events and trade shows while maintaining strong relationships with clients throughout each

Qualifications

• 1–3 years in project coordination or client-facing roles.
• Strong written and verbal communication.
• Proficient with MS Office and virtual meeting tools.

Responsibilities

• Manage portable programs from order to shipping.
• Present overviews and options via Teams.
• Coordinate with warehouse and accounting teams.
• Review weekly orders and priorities.
• Create and price portable contracts as needed.

Skills

Client communication

Presentation skills

MS Office

Video conferencing

Attention to detail

Multitasking

Tools

Microsoft Teams

Microsoft Excel

PowerPoint

Outlook

Job description

Explore exciting opportunities and take the next step toward building your future in the trade show and event experience industry!

Position: Portables Coordinator

Location: Kenosha, WI

Job Id:194

# of Openings:1

Position Overview

The Portable Coordinator is responsible for managing 10x10 to 10x20 portable exhibit programs from start to finish, ensuring clients receive accurate, on-time, and high-quality materials for their events and trade shows. This role is highly client-facing and requires strong communication skills, comfort presenting in virtual meetings, and the ability to coordinate details across internal teams, including warehouse and accounting.

In the Portable Coordinator role, you will also create and deliver presentations via Microsoft Teams to showcase the materials, exhibit options, and solutions we can produce for clients.

Key Responsibilities

• Client & Program Management
• Serve as a primary point of contact for assigned portable exhibit clients.
• Present program overviews, material options, and creative solutions via Teams and other online meeting platforms.
• Create clear, visually engaging presentations for clients to review materials, layouts, and program updates.
• Manage requests (both internally and externally) coming in via email and Teams calls, ensuring timely responses and follow-up.
• Maintain strong, professional communication with clients throughout the life of each project.

Daily & Weekly Workflow

• Review orders that are shipping in the current week, confirming accuracy of items, dates, and shipping details.
• Participate in a standing weekly meeting with the team to review upcoming orders, priorities, and any at-risk projects.
• Monitor workload and proactively communicate any issues
• Manage rush orders as needed
• Manage billing and invoicing for assigned exhibit clients through coordination with accounting
• Create and price portable contracts as needed

Order, Inventory & Portal Management

• Work closely with the warehouse team to ensure quantities in the client-facing portal order system match internal spreadsheets and inventory records.
• Coordinate the pulling, packing, and return of portable exhibit materials according to event schedules.
• Ensure all documentation and order details are complete, accurate, and updated in the appropriate systems.
• Focus primarily on managing 10x10 portable booths, with occasional crossover into the Hybrid booth world when inventory items from the portable program are added to larger booth setups.

Qualifications & Skills

Required

• 1–3 years of experience in project coordination, account coordination or a related client-facing role.
• Strong written and verbal communication skills.
• Comfortable with client-facing conversations and presentations in virtual environments (e.g., Teams, Zoom).
• Strong organizational skills with high attention to detail
• Ability to manage multiple projects at once.
• Proficiency with Microsoft Office (Outlook, Excel, PowerPoint) and video conferencing tools (Microsoft Teams).

Preferred

• Familiarity with inventory/order management systems or portals.
• Basic understanding of invoicing and billing processes.