Trade Show Project Manager - 20608

Role: Project Manager (Trade Show)
Priority Location: South Africa
Working Hours: US Eastern Time
Type of contract: Independent Contractor

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

• Research, evaluate, and recommend trade shows, expos, and consumer events aligned with company objectives
• Assess each event and develop execution plans based on event goals
• Coordinate event timelines and ensure all milestones are completed well in advance

• Coordinate booth layouts, displays, signage, furniture, shipping, and event logistics
• Source vendors, obtain competitive quotes, negotiate pricing, and manage vendor relationships
• Ensure all event materials and equipment arrive on time and are ready for setup
• Maintain backup vendor options and resolve logistics issues proactively

• Recruit, schedule, and coordinate temporary event staff
• Maintain an updated roster of event personnel, including availability and performance records
• Confirm staffing schedules and develop contingency plans for unexpected absences

• Coordinate product selection and inventory allocation for each event
• Track inventory shipped to and returned from events
• Reconcile inventory counts and identify discrepancies following each event

• Collect event performance data from on-site teams
• Prepare post-event reports covering sales, staffing, inventory, expenses, and recommendations
• Maintain organized documentation for event budgets, vendors, and operational workflows

• 3+ years of experience coordinating trade shows, expos, conferences, or live events
• Experience managing vendors, logistics, event production, and inventory coordination
• Experience recruiting and managing temporary event staff
• Strong project management, budgeting, and organizational skills
• Proficiency with Microsoft Office, Google Workspace, and spreadsheets for inventory and cost tracking
• Excellent written and verbal English communication skills

• Experience supporting beauty, consumer packaged goods (CPG), retail, or promotional events
• Experience negotiating vendor contracts and managing event budgets
• Familiarity with event management software or project management platforms

• Highly organized with exceptional attention to detail
• Strong problem-solving and decision-making abilities
• Proactive, resourceful, and able to work independently
• Excellent multitasking and deadline management skills
• Strong ownership mindset with consistent follow-through
• Comfortable traveling and working on-site during event setup, event days, and teardown

A successful Project Coordinator will:

• Deliver fully prepared, well-executed events with minimal operational issues
• Ensure staffing, logistics, inventory, and vendor coordination are completed ahead of schedule
• Maintain accurate reporting, inventory reconciliation, and event documentation
• Proactively resolve issues before they require leadership involvement
• Build reliable operational processes that support efficient and scalable event execution