Event Specialist

OverviewJob Description / Roles & responsibilities / KPI’sDepartment Metro Plus PortalLocation Pine Brook, New JerseyFLSA Status ExemptJob Summary Oversee client events in a seamless manner by delivering customer-success work ethic through timely communication, critical thinking.Reporting RelationshipsReporting to Director of Metro PlusEssential FunctionsOutsourced Work Monitoring: Ensure all outsourced work is closely monitored and adheres to established project timelines. Regularly review outsourced activities to prevent delays and ensure quality standards.Communication Management: Proactively communicate any critical issues or concerns with internal departments to maintain project timelines. Facilitate clear, timely communication across departments to ensure seamless event execution.Coordination with External Parties : Coordinate, interact, and direct field labor, subcontractors, vendors, and clients to ensure project goals are met. Serve as the main point of contact between external partners and internal teams, ensuring alignment.Client Relationship Management : Develop and foster strong relationships with key accounts/clients via timely communications, transparency, and the management of expectations. Apply critical thinking to resolve time-sensitive conflicts and challenges that arise during events.Event Risk Management : Planning for potential scenarios that could impact the integrity of the event. Develop contingency plans to address potential disruptions, ensuring minimal impact on event execution.Project Management for Smaller Scoped Jobs (100-200 sq ft): Oversee job dashboard activity in the cloud-based portal, utilizing tools like Smartsheet to monitor project status and manage other jobs within the same footprint. Communicate directly with clients and coordinate job-related processes, including production tracking, shipping, and documentation through Exhibit Force. Manage financial operations, including job closeouts, while ensuring efficiency and client satisfaction in alignment with department goals.QualificationsEducation: BA/High school or work-related experience.Field of study:Work Experience: 1 to 3 years of tradeshow, event project management experience or Fulfillment management;Licenses/Certifications Required: N/AKnowledge, Skills and Abilities :Software Proficiency: Knowledge of Smart Sheet, Quick Books, Outlook, Exhibit Force, and any industry software a plus;Organizational Skills: Highly organized and self-motivated, with a proactive approach to managing and executing projects within the tradeshow and events industry.Attention to Detail and Multitasking Organized: Strong attention to detail with the ability to multitask effectively in a fast-paced, high-transactional environment.Communication Skills: Effective oral and written communication skills, with the ability to convey information clearly and professionally.Adaptability and Coachability: Open to feedback and coaching, continuously seeking to improve performance.Relationship Building: Ability to develop and nurture relationships with vendors and clients, cultivating deeper ties with the company.Roles and Responsibilities Includes but not limited to:Client and Sales Communication: Communicate with the sales team upon project assignment to review the scope of work and gain insight into the client’s needs.Client Relationship Management: Establish open communication channels with clients, outlining the project process, design review, and on-site services to ensure a seamless experience.Smartsheet Management: Create and maintain Smart Sheets in a timely manner, ensuring all information is accurate and cross-referenced with the pull list and renderings for 100% accuracy.Project Control: Oversee all stages of the project by being knowledgeable in all aspects of the work.Timeline Management: Maintain a solid project timeline, ensuring all milestone dates are met, such as: Show Service Deadline, Graphic Deadline, Advanced/Direct Shipping Deadline, and EAC/COI DeadlineMaterial and Goods Ordering: Work with production teams to order materials and goods needed for the project. Create purchase orders and/or expense purchases using…