Trade Show Project Coordinator 20608

Role:Project Coordinator (Trade Show)
Priority Location:South Africa
Working Hours: US Eastern Time
Type of contract: Independent Contractor

The final offer is at the clients discretion and will depend on the candidates interview result skills and experience.

About the Role:The Project Coordinator is responsible for managing the complete lifecycle of the companys trade shows expos and consumer eventsfrom identifying opportunities and coordinating logistics to staffing inventory management vendor sourcing and post-event reporting. This role requires a proactive highly organized professional who can independently manage multiple moving pieces anticipate challenges before they arise and ensure every event is fully prepared for successful execution. The ideal candidate thrives in a fast-paced environment takes ownership of complex projects and consistently delivers high-quality operational outcomes with minimal supervision.

Key Responsibilities

• Research evaluate and recommend trade shows expos and consumer events aligned with company objectives
• Assess each event and develop execution plans based on event goals
• Coordinate event timelines and ensure all milestones are completed well in advance

• Coordinate booth layouts displays signage furniture shipping and event logistics
• Source vendors obtain competitive quotes negotiate pricing and manage vendor relationships
• Ensure all event materials and equipment arrive on time and are ready for setup
• Maintain backup vendor options and resolve logistics issues proactively

• Recruit schedule and coordinate temporary event staff
• Maintain an updated roster of event personnel including availability and performance records
• Confirm staffing schedules and develop contingency plans for unexpected absences

• Coordinate product selection and inventory allocation for each event
• Track inventory shipped to and returned from events
• Reconcile inventory counts and identify discrepancies following each event

• Collect event performance data from on-site teams
• Prepare post-event reports covering sales staffing inventory expenses and recommendations
• Maintain organized documentation for event budgets vendors and operational workflows

Qualifications & Skills

• 3 years of experience coordinating trade shows expos conferences or live events
• Experience managing vendors logistics event production and inventory coordination
• Experience recruiting and managing temporary event staff
• Strong project management budgeting and organizational skills
• Proficiency with Microsoft Office Google Workspace and spreadsheets for inventory and cost tracking
• Excellent written and verbal English communication skills

• Experience supporting beauty consumer packaged goods (CPG) retail or promotional events
• Experience negotiating vendor contracts and managing event budgets
• Familiarity with event management software or project management platforms

• Highly organized with exceptional attention to detail
• Strong problem-solving and decision-making abilities
• Proactive resourceful and able to work independently
• Excellent multitasking and deadline management skills
• Strong ownership mindset with consistent follow-through
• Comfortable traveling and working on-site during event setup event days and teardown

Success in This Role

A successful Project Coordinator will:

• Deliver fully prepared well-executed events with minimal operational issues
• Ensure staffing logistics inventory and vendor coordination are completed ahead of schedule
• Maintain accurate reporting inventory reconciliation and event documentation
• Proactively resolve issues before they require leadership involvement
• Build reliable operational processes that support efficient and scalable event execution

Required Experience:

IC