Portables Coordinator

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:

• Experience in trade show, event, or exhibit management.
• Familiarity with inventory/order management systems or portals.
• Basic understanding of invoicing and billing processes.

Work Environment

• This is a full-time, on-site position based in our office.
• Schedule: Standard hours are Monday – Friday, 8:00 AM – 5:00 PM, with occasional after hours and/or weekend support required.
• We offer a flexible open-office setting that encourages collaboration & creativity while supporting individual focus. Team members enjoy a dynamic space designed for both teamwork & independent work styles.

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