Events Project Coordinator

Event Project Coordinator

The Event Project Coordinator is responsible for the on-time and cost-optimized delivery of all graphics for large-scale event projects assigned to them by the Event Director. The Event Project Coordinator is expected to ensure a world-class experience for clients throughout a project’s lifecycle (i.e. Grand Prix of Arlington, Detroit Grand Prix, or other events). The Event Project Coordinator will obtain critical project data from clients and account managers alike and accurately disseminate this data to internal stakeholders who will help to facilitate the project’s completion. This position will monitor and manage every phase of a graphics job through effective communication and coordination with other functional areas of the Company (design, production, shipping, installation, inventory, etc.), in addition to communication with clients. The Event Project Coordinator will consistently review customer orders to ensure accurate and on-time product delivery, while, at the same time, monitoring costs and managing account budgets to ensure estimates are met or beaten, and that invoices are accurate and delivered to clients promptly.

ESSENTIAL FUNCTIONS (included, but are not limited to)

• Project & Workflow Management 
  1. Coordinate the end-to-end lifecycle of graphics projects, ensuring alignment with scope, timeline, and budget.
  2. Develop and maintain detailed project plans, monitor progress, approvals, production, installation, and post-event dismantle and inventory 
  3. Document and communicate clear customer requirements to internal teams (Design, Production, Graphics, etc.).
  4. Input and update work orders, including tracking change orders and approvals.
  5. Facilitate issue resolution and escalate challenges as necessary
• Quality Assurance & Process Improvement 
  1. Oversee quality control reviews throughout the project lifecycle.
  2. Review and manage inventory during post event wrap up.
  3. Develop, document, and improve internal workflows and processes across the Graphics department.
• Team & Client Coordination and Communication 
  1. Present project plans, timelines, and updates to internal stakeholders and external clients.
  2. Support both local and national event projects (e.g., Grand Prix of Arlington, Detroit Grand Prix, Rocket Classic, etc.), including travel to client & event sites.
  3. Maintain and strengthen long-term client relationships by delivering consistently exceptional experience.
  4. Work seamlessly with internal events team to ensure customer needs are met while maintaining an efficient and positive work environment 
• Budgeting & Estimating 
  1. Prepare and track detailed budgets, cost estimates, and timelines.
  2. Monitor project spending, ensuring alignment with client-approved budgets and identifying opportunities for cost savings.
  3. Produce and manage final invoicing to clients

MINIMUM QUALIFICATIONS

• Bachelors degree in business related field, such as project management, advertising, marketing, business administration, event management and/or graphic design 
• 3+ years of project coordination with demonstrated success managing projects/programs from a cost, quality and client services perspective
• Exceptional organizational skills and time management skills with the ability to manage multiple projects simultaneously under tight deadlines.
• Proficiency in project management and tools (e.g., Gantt charts, project trackers).
• Expert skills in microsoft suite, specifically Excel 
• Strong verbal and written communication skills; able to present effectively to all levels of management.
• Proven ability to lead cross-functional teams through planning, execution, and delivery.
• Willingness to work extended hours and travel to local event sites as needed.
• Detail-oriented with a creative, problem-solving mindset.
• Ability to thrive in a fast-paced, deadline-driven environment.

PREFERRED QUALIFICATIONS

• Experience in large-scale events 
• Experience in advertising, signage, graphics and/or a graphics design
• Familiarity with graphics production and installation processes
• Project Management Certification
• Previous experience using work order or inventory management systems
• i.e. Monday.com, Asana, SalesForce or equivalent

WHO WE ARE

iMBranded is a leading national manufacturer specializing in architectural millwork and large format graphics across multiple industries including retail, hospitality, automotive and finance.

Since 1996, we have been building branded environments for some of the world’s largest brands. Our team of experts understand the importance of even the most finite details of every fixture and how it brings the power of your brand to life.