Tradeshow Project Coordinator

Allstates WorldCargo; Aurora (IL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

Life Insurance

Disability Insurance

Paid Vacation/Holidays

Paid Sick Time

401(k) with Employer Matching

Health FSA/Dependent Care FSAs

Commuter Benefits

Pet Insurance

Renters Insurance

Pharmacy Discount Program

Job summary

Allstates WorldCargo is seeking a Project Coordinator to join our Tradeshow Services team in Aurora, IL. This in-office role works closely with the Project Manager to oversee production details, scheduling, and client inventory management for exhibits and events.

You will assist with sales of portable, modular, and custom-built exhibits, plus fabrication, large-format printing, flooring, and A/V support, collaborating with I&D and Showkit to meet show service needs.

Qualifications

• 1–2 years of experience with trade shows, conventions, and special events.
• Experience in project coordination, production, logistics, or a related field is preferred.
• Ability to work in a high-pressure, fast-paced environment to meet strict deadlines.
• Excellent communication, organizational, planning, and problem-solving skills.
• Adobe SketchUp experience is a plus.

Responsibilities

• Enter and maintain projects in internal project management software.
• Create proposals for exhibits, corporate environments, and show services, as required, to outline options and pricing during the decision-making process.
• Issue client Purchase Orders for exhibits, corporate environments, and show services, as required, to define final designs, finishes, services, and overall project expectations.
• Create and manage project timelines to ensure strict deadlines are met.
• Generate Vendor Purchase Orders for all required project components.
• Issue change orders and corresponding supplementary Purchase Orders to clients as needed.
• Communicate with and support production teams throughout the project lifecycle.
• Partner with the Account Executive for pre-show staging sign-offs and proof approvals.
• Attend pre-show meetings with I&D teams to review show service requirements, exhibit assembly plans, and client expectations.
• Join the PM and A/E on call to assist with show-site requests, questions, or troubleshooting.
• Attend post-show meetings to address and document any return inspection, damage, or loss issues.
• Work with the PM department to reconcile all job costs for final closing.

Skills

Project coordination

Trade show experience

Communication

Problem-solving

Time management

Adobe SketchUp

Tools

Project management software

Job description

Allstates WorldCargo is seeking a Project Coordinator to join our Tradeshow Services team. The Project Coordinator (PC) works closely with the Project Manager (PM) in a key support role to manage Tradeshow Services projects. This includes overseeing specific production details, activities, and scheduling for tradeshow exhibits and event projects. The PC also serves as the primary conduit between the PM and warehouse staff to manage client inventory.

In this role, you will also assist the Account Executive (A/E) with sales and rentals of portable, modular, and custom-built exhibits, as well as minor fabrication, repairs, large-format graphic print production, flooring, and A/V support. Furthermore, the PC collaborates with the Tradeshow Services Labor and Showkit Coordinator to support Installation & Dismantle (I&D) and overall show service needs.

This is a full-time, in-office position based out of our facility in Aurora, IL

Key Responsibilities:

Responsibilities and essential job functions include, but are not limited to, the following:

• Enter and maintain projects in internal project management software.
• Create proposals for exhibits, corporate environments, and show services, as required, to outline options and pricing during the decision-making process.
• Issue client Purchase Orders for exhibits, corporate environments, and show services, as required, to define final designs, finishes, services, and overall project expectations.
• Create and manage project timelines to ensure strict deadlines are met.
• Generate Vendor Purchase Orders for all required project components.
• Issue change orders and corresponding supplementary Purchase Orders to clients as needed.
• Communicate with and support production teams throughout the project lifecycle.
• Partner with the Account Executive for pre-show staging sign-offs and proof approvals.
• Attend pre-show meetings with I&D teams to review show service requirements, exhibit assembly plans, and client expectations.
• Join the PM and A/E on call to assist with show-site requests, questions, or troubleshooting.
• Attend post-show meetings to address and document any return inspection, damage, or loss issues.
• Work with the PM department to reconcile all job costs for final closing.

Qualifications:

Education & Experience

• 1–2 years of experience with trade shows, conventions, and special events.
• Experience in project coordination, production, logistics, or a related field is preferred.
• Ability to work in a high-pressure, fast-paced environment to meet strict deadlines.
• Proactive with a sense of urgency to always respond in a timely manner.
• Excellent communication, organizational, planning, and problem-solving skills.
• Actively learns and applies new methods for increased efficiencies within the department.
• Ability to keep client proprietary information confidential.
• Excellent verbal and written communication skills and an ability to work individually on a project or in a team environment.
• Adobe SketchUp experience is a plus.
• Medical, Vision, and Dental Insurance
• Basic Life and AD&D Insurance
• Company-paid Long-Term Disability
• Company-paid Short-Term Disability
• Paid Vacation & Holiday Pay
• Paid Sick Time Off
• 401(k) Plan with Employer Matching
• Health FSA and Dependent Care FSAs Available
• Additional Optional Benefits Available Including Commuter Benefits, Pet Insurance, Renters Insurance, and Pharmacy Discount Program

Allstates WorldCargo is an equal opportunity employer.