Supplier Coordinator/Event Project Coordinator (Contract)

Project Term: September 7, 2026 – March 31, 2027

Location: Atlanta, GA

On‑Site Event: March 10–19, 2027 | Mandalay Bay Convention Center, Las Vegas

Contract Type: Project‑based, hourly during onboarding/training; full contract thereafter

About Hartmann Studios

Hartmann Studios is a full‑service, employee‑owned event strategy, design, and production company with offices in the San Francisco Bay Area, Atlanta, and West Des Moines. We partner with leading brands to create large‑scale, high‑impact experiences that blend strategy, creativity, and flawless execution.

We are seeking a Supplier Coordinator / Event Project Coordinator to support a complex, multi‑vendor trade show and experiential program for a major client. This role is ideal for someone who thrives in fast‑paced environments, excels at vendor communication, and enjoys bringing order and clarity to highly detailed event logistics.

Role Overview

The Supplier Coordinator serves as the primary liaison between Hartmann Studios and the supplier (vendor) community. Working closely with Project Management, Production, and Client teams, this role manages supplier communications, registration, invoicing, logistics, and on‑site support to ensure a seamless event experience.

This is a highly operational role aligned with current market expectations for event logistics, supplier management, and trade show coordination.

Key Responsibilities

Supplier & Vendor Management

Act as the main point of contact for assigned suppliers throughout the project lifecycle
Manage all supplier communications via email, phone, and Teams meetings
Schedule and lead supplier briefings and coordination calls
Maintain accurate supplier rosters, trackers, and documentation

Event Logistics & Operations

Administer supplier website setup, registration, and compliance requirements
Coordinate show‑floor details and custom build elements in partnership with Production Managers
Manage freight logistics, including:

Distribution of individualized shipping instructions
Maintenance of detailed shipping and delivery trackers
Monitoring supplier compliance with timelines and processes

Support registration and on‑site supplier needs during event execution

Financial & Administrative Coordination

Manage supplier invoicing from submission through payment confirmation
Track invoice status, changes, and past‑due follow‑ups
Maintain invoice trackers and provide regular status updates to internal teams

Cross‑Functional Collaboration

Work closely with internal teams including Project Management, Production, Graphics, and Media
Provide frequent, clear updates on supplier status, risks, and milestones
Identify issues early and escalate with proposed solutions

On‑Site Responsibilities (Las Vegas)

Serve as the primary on‑site contact for supplier‑related needs
Troubleshoot freight, registration, and exhibitor issues in real time
Maintain calm, professional communication under tight timelines

Qualifications & Experience

2+ years of experience in event coordination, trade shows, experiential marketing, or event logistics
Proven experience managing vendors, suppliers, or exhibitors
Strong organizational skills with the ability to manage multiple workstreams simultaneously
Excellent written and verbal communication skills
High attention to detail with strong follow‑through
Ability to problem‑solve, adapt quickly, and remain calm under pressure
Customer‑service mindset with a collaborative, team‑oriented approach

Technical Skills

Proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint)
Experience with cloud‑based tools (e.g., SharePoint, Dropbox, Google Workspace)
Comfort working with registration platforms, trackers, and event databases

Additional Requirements

Must have own computer
Must be available to work from Hartmann Studios’ Atlanta office as needed
Must be available for on‑site event travel March 10–19, 2027
Ability to work extended hours during peak event periods