Exhibition Coordinator

Description:

This is a hands-on, varied administrative role to ensure the smooth running of the events - specifically for our confirmed exhibitors and partners from the moment of signing the contract.

You will need to be methodical and organised. The role will be customer service oriented serving both internal and external customers therefore you will need to be a creative problem solver and be able to work to tight deadlines and under pressure. You will be required to work closely with the Exhibitions Manager, contribute to marketing and the added-value elements, as well as assist in managing the CRM (customer relationship management) databases. Ability to multitask and maintain a high level of attention to detail will be crucial in supporting the planning, coordination, and execution of our exhibitions.

As part of working for an exhibition organiser you will need to be flexible and be able to work weekends in the lead up and on-site during the exhibitions with a real desire to help out and contribute to the team

KEY ACCOUNTABILITIES:

Assist in Managing & maintaining CRM system for Exhibitors (Salesforce). Ensure that space contracts are completed fully, signed and input into Salesforce not later than 2 hours after receipt.

Create & modify Letters, Floor Plans & other documents for Exhibitors, using word processing, CRM & AutoCAD.

Assist in preparation of Onsite information & requirements. (stationery, refreshments, files etc) All orders should be made in a timely fashion to ensure delivery on time onsite.

Onsite: Handle enquiries regarding stands, assist with onsite rebooking process and other services. Present in the organisers office, or at the sales stand and able to help with queries.

Assist in preparation of Travel Schedule & Hotel Bookings for team. Acquire the best rates and process early to avoid delays in travel.

Execute chases by email & telephone. As and when required ensure that all chases are completed in an orderly fashion.

File comparisons to Database and floorplan for accuracy. Assist the other administrators when regular comparisons are carried out.

Organize printing of floor plans. Ensure that printing of plans is not delayed and done according to correct specifications. Highlight stands that are sold correctly.

Prepare letters for Exhibitors/Suppliers for Shipment Clearances & Visa requirements. As and when requests come in by phone and emails provide the required documentation within a day at the latest.

Perform general clerical duties to include but not limited to: photocopy, filing & courier.

Reports Preparation Provide comprehensive administrative support to the Exhibition Manager and team, including preparing reports.

Communication Serve as a point of contact for internal teams, vendors, and exhibitors, ensuring clear and effective communication throughout the exhibition process.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Education:

Bachelor’s degree in Business Administration, Event Management, or a related field preferred.

Minimum Experience:

2 years General Administration Experience