Project Manager

If you are someone who thrives in a fast-paced environment, working on a new project daily, and feeds off working as a team to provide clients with industry leading tradeshow assets, Metro Exhibits is the place for you!

Manage tradeshow project coordination from sales hand-off through show opening by aligning client needs with production and sub-contractor schedules and timelines.

Reporting Relationships

Reports to the Senior Account Manager.

Essential Functions

• Coordinate and manage all project elements from sales hand-off through production ensuring a solid communication channel as it relates to timelines and client expectations.
• Strong organizational skills to manage all project deliverables through both internal production channels, as well as outsourced vendors.
• Coordinate all general sub-contractors in logistics and field-related services and align with partners who maintain an emphasis on project budget, client goals and Metro’s best interest.
• Communicate critical issues and/or concerns with all internal departments in a timely fashion.
• Establish and maintain strong communication skids to relay critical project developments with clients.
• Ability to use critical thinking to adapt to unforeseen obstacles effecting the overall project success.
• Primary focus on 10×10, 10×20 and 20×20 booth configurations.
• Strong ability to create an effective and efficient labor call, and manage/communicate with supervisors and leads.
• Create electrical, hanging sign and cat 5 plans.

Qualifications

Education: BA or work-related experience.

Work Experience: 1-2 years of tradeshow or event project management experience.

Knowledge, Skills and Abilities

• Knowledge of Smart Sheet, QuickBooks, Outlook and any industry software a plus.
• Organized, self-motivated, with a proactive approach to managing and executing projects within the tradeshow and events industry.
• Detail oriented, ability to multitask.
• Ability to work effectively in a high transactional and fast paced environment.
• Effective oral and written communication skills.
• Open to feedback and coaching for improved performance.
• Uphold high ethical standards and moral behavior outlined in the company’s Code of Conduct.
• Improve business performance through initiative that is aligned to company goals.
• Ability to develop relationships with vendors/clients to cultivate a deeper tie with the company. 

Roles and Responsibilities

• Communicate with sales team upon assignment of project to review scope of work and gain insight into client.
• Review Customer Focus Form to review client goals and past show experiences.
• Create an open channel of communication with clients throughout the project, outline project process, design review and on-site services and needs to ensure client has a seamless experience.
• Create SmartSheet in a timely fashion and ensure all information is accurate and through, and cross reference the information from the pull list and renderings for 100% accuracy.
• Disseminate SmartSheet to all involved production teams, and coordinate a Put To Work meeting to review all phases of project.
• Control all stages of project by being knowledgeable in all aspects of work.
• Initial design changes to ensure all designs are accurate throughout the project.
• Maintain a solid project timeline managing all milestone dates are met, such as:
  • Show Service Deadline
  • Booth Approval Deadline
  • Advanced/Direct Deadline
  • Graphic Deadline
  • EAC/COI Deadline
• Work with production to order materials and goods needed for project. Create purchase orders and/or expense purchases using the Concur system.
• Complete all show-related services to include:
  • Method of Payment
  • Material Handling
  • Booth Cleaning
  • Electrical
    • Provide detailed plans with accurate measurements.
  • Hanging Sign
    • Provide detailed plans with accurate measurements.
  • Internet
    • Provide detailed Cat 5 placement plans, when needed, with accurate measurements.
  • Catering
  • Floral
  • Lead Retrieval
• Coordinate all sub-contracts through Event Coordinator. Review all orders placed for accuracy.
• Arrange all logistics services with efficiency in mind, and ensure all vendors provide POD for all deliveries.
• Provide EFILES for on-site supervisors and I&D partners with through and accurate information to ensure a seamless installation and dismantling.
• Assign on-site Metro supervisors and ensure they have 100% knowledge of project prior to installation. Be available when an install is going on to field any questions regardless of day/time.
• Communicate with client progress of project via preset photos, installation photos and post-show review.
• Provide a summary recap of each project one week prior to installation to client with a summary of all logistics, preset photos and orders.
• Communicate with client post-show to obtain feedback on project success/failures and document for future shows.
• Assist client in any post-show reconciliation of services/costs as needed.

Other Requirements:

Physical Requirements: The physical demands are minimal and typical of similar jobs in comparable organizations.

Americans with Disabilities Act (ADA): Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties of the position.

Key Performance Indicator (K.P.I.)

• Exhibit strong Communication with production teams with minimal need for additional explanations or questions. Consistently updating all forms of communication when project changes.  Goal is to achieve 100% accuracy on all smart sheets/information to eliminate questions or miscommunication.
• Exhibits strong Communication with client where the client has a level of comfort with their project, and has a high level of trust with Metro Team.
  • Less than 5% request for transfer of PM within a 6-month period.
• Provides accurate and timely dissemination of information to third-party vendors.
  • Less than 10% inaccurate orders over a 6-month period resulting in loss of profit.
• Manage successful event with limited to no Metro-related issues.
  • Equip filed teams with 100% accurate information with less than 10% need for expedited shipments/overage of hours and on-site purchasing.
• Presents a strong ability to provide accurate plans/forms as they relate to all show related elements.
  • Less than 10% credits due to clients for inaccurate show-related services.

Consistent adherence to the above KPIs within a 6 month to one year time period may, in addition to other performance metrics, result in a move to Senior Project Management.