Overview
We are seeking a highly organized, proactive, and service‑oriented Business Services Coordinator to support our Event Services team. This role plays a critical part in ensuring the smooth execution of markets and events by coordinating temporary exhibitors, managing signage and facilities processes, maintaining operational data, and supporting on‑site event operations. If you thrive in a fast‑paced environment, enjoy cross‑department collaboration, and excel at managing multiple operational workflows, we’d love to meet you.
Description
Temporary Exhibitor Management
- Support onboarding communications for temporary exhibitors, including operational expectations, standards, and market procedures.
- Assist in creating and administering temporary exhibitor lease agreements for all markets.
- Coordinate exhibitor operational needs such as booth identification signage, exhibitor kit resources, and communications materials.
- Help oversee food permit coordination and compliance during major markets.
- Facilitate distribution of Map Your Show (MYS) temporary exhibitor maps to internal teams.
- Maintain communication templates, including booth package reminders, policy notifications, and electrical reminders.
Building & Showroom Signage Management
- Plan, coordinate, and execute building and showroom signage to support tenants, exhibitors, and market operations.
- Manage signage requests and liaise with external vendors (e.g., GES) for production and installation.
- Ensure all signage projects meet deadlines and budget guidelines.
- Support wayfinding, event operations, and temporary market area signage planning.
Facility Coordination & Work Orders
- Conduct regular showroom inspections to identify maintenance or operational needs.
- Create and manage UpKeep work orders in partnership with internal departments.
- Monitor work order progress to ensure timely completion before event deadlines.
- Coordinate lock changes, key access updates, and storage agreements for permanent and temporary showrooms.
- Collaborate across multiple departments to maintain smooth operational workflows.
Insurance & Contractor Compliance
- Oversee compliance for exhibitors and contractors to support safe and efficient operations.
- Review third‑party insurance certificates for policy and legal alignment.
- Provide guidance on insurance and contractor compliance inquiries.
- Maintain accurate insurance documentation and approved contractor lists.
- Monitor Exhibitor Appointed Contractors (EAC) to ensure adherence to policies and procedures.
Data & Operational Systems Management
- Maintain data accuracy across internal systems supporting event planning and exhibitor operations.
- Update Oracle with exhibitor and event information from MYS.
- Maintain exhibitor and event records in the Unity database.
- Provide accurate operational data to internal departments for planning.
Event & Market Operations Support
- Deliver administrative and operational support during markets and major events.
- Assist in preparing and distributing buyer’s guides for Apparel/Accessories and AETA events.
- Process lease agreements and tenant payments.
- Provide Show Office support, including welcome materials and operational coordination.
- Coordinate IT requests such as Wi-Fi needs for temporary exhibitor areas.
Additional Responsibilities
- Support departmental initiatives and operational improvement projects.
- Contribute to continuous improvement of event operations processes.
- Perform additional tasks as needed to ensure successful market and event execution.
Qualifications:
- 3+ years of experience in event operations, facilities coordination, or administrative services or similar experience
- Strong communication and organizational skills.
- Ability to work cross‑functionally with multiple stakeholders.
- Experience with Oracle, Unity, or similar operational systems is a plus.