Project Coordinator

Job Overview – Project Coordinator (Events & Exhibitions)

The Project Coordinator supports the planning, coordination, and delivery of a flagship, large‑scale exhibition. This role plays a critical part in ensuring the smooth day‑to‑day execution of project activities, working closely with the Project Manager
, who owns overall delivery, and the Sales Manager
, who leads commercial and exhibitor sales.

Reporting into the Project Manager, the Project Coordinator is a highly organised, detail‑oriented professional with strong coordination skills and experience supporting large‑scale conferences or exhibitions. The role requires the ability to manage multiple tasks, communicate effectively with stakeholders, and maintain accurate project documentation in a fast‑paced environment.

• Support the Project Manager across all phases of exhibition delivery, from planning through onsite execution and post‑event activities.
• Assist in maintaining the master project plan, timelines, task lists, and key milestones.
• Track actions, dependencies, and deadlines, ensuring follow‑ups are completed on time.

• Coordinate event logistics including venue requirements, exhibitor services, floor plan updates, and onsite operations.
• Support build‑up, live event days, and breakdown activities, ensuring smooth operational flow.
• Liaise with suppliers, contractors, and service providers to confirm requirements, schedules, and deliverables.

• Work closely with the Sales Manager to support exhibitor onboarding, documentation, and information flow.
• Assist with the coordination of exhibitor manuals, technical forms, deadlines, and compliance requirements.
• Track exhibitor deliverables and ensure requirements are communicated clearly to operational teams.

• Act as a key point of contact for day‑to‑day operational queries from internal teams, suppliers, and exhibitors.
• Coordinate meetings, prepare agendas, take minutes, and track action items.
• Support internal collaboration across Marketing & Communications and other business units as required.

• Maintain accurate project documentation, contact lists, schedules, and supplier records.
• Assist with budget tracking, purchase orders, invoicing, and cost reconciliation under the guidance of the Project Manager.
• Support reporting, post‑event evaluations, and data collection.

• Provide onsite support during event build, live event days, and breakdown to ensure plans are executed as intended.
• Assist with issue resolution onsite, escalating risks or challenges to the Project Manager where required.
• Ensure a high standard of professionalism, attention to detail, and service delivery at all times.

• 3–5 years’ experience supporting conferences, exhibitions, or large‑scale events.
• Strong organisational and coordination skills with the ability to manage multiple tasks simultaneously.
• High attention to detail with a proactive, solutions‑focused approach.
• Experience working with suppliers, venues, and exhibitors is preferred.
• Strong written and verbal communication skills in English (additional languages are an advantage).
• Ability to work effectively as part of a team in a fast‑paced, deadline‑driven environment.
• Proficiency in Microsoft Office and project/event management tools.
• Willingness and ability to work extended hours and travel as required during event delivery.