Trade Show Project Manager

Responsible for directing exhibit projects from estimation through final production while ensuring projects are completed on time according to quality standards, budget, and meeting all client requirements and our 100% customer satisfaction guarantee. Ability to manage all facets of the project including simultaneously managing the five basic elements of the project:

• Resources: People, equipment, material, time
• Time: Task durations, dependencies, critical path
• Money: Costs, contingencies, profit
• Buyer: Purchasing control
• Scope: Project size, goals, and requirements

Effectively manage the resources assigned to the project, which includes the labor hours of the designers, operations / graphics, and any manufacturing and labor providers and subcontracts.

People: Employees, vendors, staff, subcontract labor

Material: Production materials needed to complete the project either internal or external

Schedule: Time management

Key Responsibilities:

Pre-production Planning:

• Reviewing prospective projects and estimates with account executives prior to proposal submission to determine feasibility 
• Leading pre-construction/production meetings to verify expectations 
• Developing project schedules 
• Generating appropriate work orders & purchase orders 
• Addressing any questions 

Production of Exhibits:

Work with Operation Managers, Project Manager Team Leader & Account Executive/Sales Representative during production phase to ensure all specifications and requirements are met:

• Attending final client viewing along with the account executive to respond to any issues that may develop prior to packing and shipping 
• Conduct post-show evaluation meeting on all new displays 
• Maintaining change order log on all projects and ensuring all changes are noted on reports 
• Ensuring resolution of engineering and production problems 

Administration:

• Maintaining all digital and paper files and logs on all billing information, including drawings files
• Responsible for the purchasing of all vendor goods and services and corresponding Purchase orders 
• Close out jobs by verifying labor and materials, and documenting work performed including list of chargeable extras 
• Expediting vendor invoices and paperwork in conjunction with Administrative Department 
• Review invoices from vendors and pass on to sales and accounting departments for final invoicing 

Oversee and Handles Client Assets:

• Updates and manages client assets on Exhibit Force and the client portal 
• Responding to incoming client portal calls, client concerns and resolve problems 

Research/Gathering Data For Estimates:

• Reviewing estimate requests, design drawings and specifications with appropriate personnel to understand project and gather necessary information 
• Identifying and gathering information on labor, material and time by studying vendor proposals, blueprints, specifications and related documents 
• Obtaining price quotes from vendors 

Prepare Show Services Estimates:

• Completing timely and accurate estimates from floor plans, sketches, models, renderings, oral and written descriptions, and other sources of information 
• Breaking down projects into their major/minor components 
• Maintaining documentation and records to support projected cost of project in ProjectPAK 
• Keeping current on changes in production methods, material, labor costs and other standards 
• Evaluating feasibility of meeting client requirements 

Control Expenditures/Project Management:

• Setting up cost monitoring and reporting systems and procedures utilizing the Project Cost Form 
• Preparing cost, expenditure statements and forecasts at specified intervals for the duration of a project utilizing the Project Cost Form 
• Liaising and consulting with sales, production and graphic staff and preparing economic feasibility reports on changes and adjustments to cost estimates 
• Managing and coordinating construction projects and preparing construction progress schedules

Required Skills, Experience and Education:

• Working knowledge of exhibit construction and materials 
• Knowledge of trade shows, show management, graphic arts, all phases of exhibit design and production, prices and standards, purchasing standards 
• Ability to produce and read accurate drawings 
• Associate’s degree or College Degree in Project Management or a minimum of 2 – 5 years Project Management experience within trade show, display or event industry 
• Knowledge of all phases of exhibit design and production and of prices and standards 
• Computer skills required with knowledge in Excel, Outlook, QuickBooks, Exhibit Force a plus, and asset management software experience 
• Dedicated to 100% Customer Satisfaction 
• Live our Culture And Core Values of Company 
• Communication, and outstanding customer service skills are critical in order to represent Exhibit Systems in a positive and confident manner with both Team Members and our Clients 
• Must present a well groomed, professional appearance. 
• Must have full speech, vision, hearing, and mobility, with or without reasonable accommodations, and meet all the requirements of Exhibit Systems including a physical, criminal background check and drug test. 
• Valid driver’s license

Exhibit Systems offers an exciting and interesting work environment. Compensation will be determined by your qualifications.