Site Services Coordinator

The Site Services Coordinator is a member of the Operations team that handles the ordering of show services, install and dismantle (I&D) labor, traveling supervision, transportation and various rental components such as A/V and furniture. They act as liaison for site services activity and manage/directs the production, approval, billing, and delivery processes by working internal departments and external vendors. They must communicate proficiently and habitually to ensure that all related departments at are up to date.

About Two Eighteen.

We Craft Extraordinary Experiences for Some of the Most Impactful Brands.

Two Eighteen is a full-service design and build agency dedicated to helping our clients create powerful experiences that resonate with their core audience to make a lasting impact.

Description

Responsibilities

The Site Services Coordinator responsibilities include, but are not limited to:

Pre-Event Stage

• Generate services estimate to include: show services, I&D, traveling supervision, AV rental and furniture rental
• Act as site services expert on activities associated with trade show/event coordination
• Work with GC/Show Management on approvals and show requirements
• Obtain and maintain accurate show schedules for each project
• Attend internal pre-show and launch meetings

Fulfillment Stage

• Maintain/coordinate accurate site services estimate/orders/schedules for each project by communication and coordination with Account Manager, Project Managements and Fulfillment team and submit show orders before advanced deadline dates
• Maintain the server show folder for project ensuring the completeness and accuracy of all required checklists, schedules, show orders/confirmations, and all required show approvals
• Coordinate travel for Supervisor as needed
• Submit EAC, COI and Booth Approvals
• Prepare/distribute show site binder
• Coordinate I&D Labor Service with preferred partners, review/approve invoicing and submit purchase orders
• Review/approved daily time sheets throughout install/show/dismantle
• Arrange round-trip transportation of exhibit properties

Post-Event Stage

• Work with contractors and trade show management to resolve problems and negotiate refunds
• Review post show reports and attend internal post show review
• Review/reconcile final I&D labor hours (internal and external)
• Prepare site services reconciliation to Account Management for final billing

Experience/Requirements

• 3-years in a site services coordinator role, or similar
• Ability to multi-task and meet deadlines
• Demonstrates exceptional organizational skills
• Possesses outstanding verbal and written communication skills