JOB TITLE: PROJECT CO-ORDINATOR 
(Maternity Cover from Feb  2008)

REPORTING TO: DIRECTOR, EXHIBITION DESIGN

DEPARTMENT: EXHIBITIONS
 

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INTRODUCTION & JOB PURPOSE:

Apex is a conference, event and exhibition stand agency.   The Exhibition division designs, sells and project manages the installation of exhibition stands (custom built, modular and portable) to a wide variety of clients.  For some customers we provide a full stand management service on an ongoing basis.  This usually includes storage & maintenance of materials and equipment, account management and regular liaison, project management and administration, and delivery and installation of stands to ensure their presence at a series of events is handled smoothly and successfully.  We require a co-ordinator to oversee all aspects of this complex process.   This person will be a great communicator, as well as highly organised.

PRIMARY DUTIES

Account Handling

• Regular Liaison with all of our clients who utilise the Stand Management Service.
• Handling of daily enquiries from existing and prospective customers.
• Update meeting (minimum annually) with customers to ensure continuous improvement.
• Updating of Service guidelines, and support/advice for customers

Project Management

• Plan and resource for each exhibition installation project as it arises

• Liaison and planning with Production Manager

• Liaison and booking of all outside contractors/freelancers

• Specify and booking of technical services and hire items

• Specify and booking of transport and accommodation requirements

• Co-ordinate graphics requirements with Graphic Design Manager

• Co-ordinate handling of customers marketing materials

• Project budget control

• Monthly forecasting reports

• Invoicing

• Customer feedback questionnaires

Other

• Help uncover new sales opportunities through discussion with customers

• Stationery and Studio materials stocklist and re-ordering.

• Assist Sales Manager with sale and supply of modular and portable stands

SUPERVISORY LEVEL

• Will be responsible for own work.  Expected to work under own initiative, with minimal day-to-day supervision from immediate manager.

SKILLS & KNOWLEDGE

• Must have an articulate and professional telephone manner.

• Will appreciate the demanding nature of a dynamic multi-facetted client base.  Must be calm and resilient under pressure,  reacting quickly to ever changing requests and plans.

• Will be able to demonstrate the confidence to communicate with people at all levels of seniority.

• Will be sufficiently technically aware to be able to understand and discuss the project complexity, requirements and opportunities 

EDUCATION & EXPERIENCE

• Is likely to have have acquired a minimum of one years’ experience in a project management role, involving a wide range of tasks.   A knowledge of attending an event as an exhibitor, or experience of having worked for an exhibition industry supplier would be preferable.

• Must be PC literate (Microsoft Office).

PROFILE

• Will possess good written and oral English language skills. 

• Ability to listen and communicate effectively with both external and internal contacts at all levels of an organisation, both face-to-face and by telephone.

• Will demonstrate excellent attention to detail, with the ability to digest and understand information, and adapt it appropriately for target audience. 

• Will demonstrate a high level of time management and organisational skills, including the ability to prioritise workloads.

• Ability to “think on feet” and to demonstrate a high level of initiative.

• Able to drive processes through to successful conclusion by enlisting the support of others, where necessary.

• Must be self-motivated with a “can-do” attitude and strong desire to succeed.

• Team player.

Peter Forse
Director
Apex
Exhibition House
London Road
Macclesfield
Cheshire
SK11 7QX.

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