Project Coordinator (Exhibit & Trade Show)

The Project Coordinator will coordinate and expedite the flow of work and materials within the company departments according to the production schedule. Duties include reviewing and distributing production, work, and shipment schedules; conferring with Project Managers and Shop Leads to determine the progress of work and completion dates; and compiling reports on the progress of work, inventory levels, costs, and production problems.

• Support estimators and the project management department to assess progress and assist in needed changes to the production schedule and project documentation
• Assist in developing, reviewing, and maintaining documents such as estimates and open job lists to assist the production team and facilitate information to the Human Resources and Accounting departments.
• Process client sales estimates and invoices, provide Project Managers with Sales/Client support, and collaborate with accounting to create financial documents for review, submission, and follow-up
• Coordinate work orders and support Project Managers by conferring with company personnel, vendors, and customers to coordinate production and shipping activities and to resolve complaints or eliminate delays
• Assist in revising production schedules when required due to design changes, collaborating with account management, marketing, sales, production, and engineering
• Work directly with project management team members and the client to schedule and plan meetings to allow for planning and updates throughout a project
• Understand all job statuses at any given time for project and account management purposes
• Support the General Manager and project management team in developing policies and procedures
• Collaborate with superiors to develop project plans and evaluate project progress
• Proofread project documentation for errors and manage risk to ensure projects achieve the expected outcome
• Organize the logistics of a project by setting schedules, tracking dates, budgets, and other information using spreadsheets
• Maintain detailed records of all aspects of the project development: sort reports, contracts, invoices, and financial files for quick access and future reference
• Interface directly with clients to process agreements and invoices
• Maintain the tools, templates, and techniques used in the company’s project initiation, planning, development, monitoring and execution, and job closings

• Bachelor’s Degree in a related field or equivalent experience
• Two years of administrative assistant work
• Experience in the custom exhibit fabrication industry, plus
• Ability to perform well individually and in a team environment
• Ability to coordinate the completion of multiple tasks and deadlines
• Knowledge and understanding of project coordination and scheduling
• Ability to work evenings and weekends during heavy production periods as necessary

We are looking for someone who can work out of our Huntington Beach, CA, Headquarters.

• Comprehensive benefits include medical and dental
• Life insurance
• 12 paid Holidays (including Birthday)
• Two weeks of accrued vacation
• New Business Referral Program
• Employee Referral Program
• Options for vision, 401k, and supplemental insurance

The Shop @ Show Ready does not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics (including pregnancy, childbirth, or related medical conditions). All employment is decided based on qualifications, merit, and business needs. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.