Exhibit Account Coordinator

Job Overview & Purpose

The Exhibit Account Coordinator serves as the frontline support resource for the Exhibit Sales team and its clients. Acting as a Customer Service Representative within the Exhibits division, this role provides hands-on and administrative assistance for custom and rental booth programs — both before the show and on-site.

From answering phone inquiries to coordinating deliverables, traveling to events, and supporting client needs in real time, this role is key to creating a positive exhibitor experience while ensuring Heritage’s exhibit programs are successfully executed and well-documented.

Reports to: Director of Exhibit Sales

Key Responsibilities & Duties

Primary Responsibilities

• Respond to client emails, calls, and general inquiries from the shared Exhibits inbox and mainline; assist with scheduling and routing client questions to the correct AE or internal team.
• Travel to designated trade shows to provide onsite CSR coverage for exhibit clients; assist with check-ins, layout clarifications, issue resolution, and on-the-ground coordination.
• Enter and update booth orders, change forms, and design confirmations in Salesforce and Boomer per Exhibit AE instruction.
• Support completion of Exhibits SOP checklist items, including documentation filing, show file prep, and project readiness tasks.
• Work with design, estimating, and production teams to confirm deadlines and track deliverables; follow up on outstanding requests.

Additional Responsibilities

• Maintain and organize digital show folders, artwork, and order forms.
• Track shipping, drayage, and service order confirmations to help ensure successful setup.
• Support exhibit sales reps with file cleanup, invoice closeouts, and travel planning.
• Escalate client or vendor issues to Exhibit AEs or Sales Director as needed.
• Serve as a backup to other exhibit support roles when workload or travel overlaps.
• Assist with onsite exhibitor move-in, graphics installations, and minor layout clarifications.

Requirements

Required Skills & Qualifications

Required:

• 2+ years in customer service, events, or administrative support
• Excellent communication and interpersonal skills — both written and verbal
• Strong multitasking abilities in high-paced environments
• Proficiency in:

• Microsoft Excel, Outlook, and Word
• Google Sheets/Docs
• CRM systems (Salesforce preferred)
• Ability and willingness to travel frequently for events (including weekends)
• Positive, team-oriented attitude with flexibility to jump in where needed
• Reliable transportation and valid driver’s license

Preferred

• Previous experience in trade show services or with exhibit booths
• Familiarity with floorplans, freight tracking, or labor coordination
• Knowledge of Boomer or similar show systems

Work Environment & Physical Demands

This position is full-time and in-person, requiring frequent travel for client meetings, trade shows, and industry events. Some weekend and extended work hours may be required based on event schedules.

Frequent periods of sitting, standing, walking, and typing. Ability to lift up to 25 lbs.. Periodic bending, reaching, twisting, carrying, pushing, and pulling.

Heritage Exposition Services is a DRUG-FREE WORKPLACE and requires pre-employment drug and background screenings.

Benefits

• Health Care Plan (Medical, Dental & Vision)

• Retirement Plan (401(k)) with employer match when applicable
• Employee Stock Ownership Plan (ESOP) – eligible employees participate in the company’s long-term growth and success
• Paid Time Off (Vacation, Sick & Paid Holidays)
• Training & Professional Development
• Career growth opportunities within a nationwide, employee-owned organization

Heritage Exposition Services is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other protected status under applicable laws. All employment decisions are based on qualifications, merit, and business needs.