Account/Project Coordinator (Events & Experiential Marketing)

Job Title: ACCOUNT COORDINATOR/PROJECT COORDINATOR (EVENTS & EXPERIENTIAL MARKETING)

Reports To: Client Services

Salary Range: $23 - $27/hour

Department: Client Services

Company Overview:

Creatacor is a leading custom fabrication shop based in beautiful Upstate, NY. We specialize in designing and building custom and award-winning tradeshows, events, and mobile marketing to maximize our clients ROI. Creatacor is dedicated to delivering outstanding service and innovation to our clients. We value integrity, creativity, and teamwork in all aspects of our business.

Job Overview:

We are seeking an Account/Project Coordinator for Events and Experiential Marketing to join our team. This position will play a key role in supporting Account Managers and Executives in the planning, execution, and delivery of trade show exhibits, live events, branded environments, and integrated marketing experiences. The ideal candidate is highly organized, and detail oriented, who thrives in a fast paced, deadline driven, client-focused environment and is eager to GROW in the industry.

Overtime Requirement: This position requires mandatory overtime as needed to meet project deadlines and business needs.

Key Responsibilities & Duties:

Client & Account Support:

• Support Account Managers and Account Executives in daily client relationship management.
• Participate in client meetings and calls; document notes, action items, and next steps.
• Assist in developing presentations, proposals, timelines, and client deliverables.
• Maintain consistent, proactive communication with clients regarding project status.
• Ensure all client requests are accurately documented and communicated internally.
• Help manage client expectations and escalate issues when needed.

Project Coordination & Workflow Management:

• Assist in developing and maintaining detailed project timelines, workbacks, and schedules.
• Coordinate cross functional communication between design, production, estimating, and operations teams.
• Track project milestones including creative development, approvals, engineering, fabrication, and logistics.
• Support scope management and change tracking throughout the project lifecycle.
• Help identify risks, bottlenecks, or resource gaps and communicate solutions proactively.

Event & Experiential Execution:

• Coordinate event services including show forms, kits, utilities, and compliance requirements.
• Support end-to-end logistics planning: shipping, drayage, installation & dismantle (I&D), and on-site services.
• Serve as point of contact for vendors including fabricators, AV teams, printers, and technology providers.
• Assist with on-site event execution, including set-up, troubleshooting, and client support as needed.
• Coordinate with venue and show management contacts to ensure all requirements are met.
• Track and manage event assets, inventory, and material usage across multiple programs.

Marketing & Event Operations Support:

• Assist with attendee engagement initiatives, promotional activations, and experiential elements.
• Support development of run of show documents, staffing plans, and event briefs.
• Coordinate branded materials, giveaways, and marketing collateral production.
• Help manage digital event components such as lead capture tools, event apps, and virtual integrations.
• Assist in post-event reporting including metrics, analytics, and client recaps.

Budgeting & Financial Coordination:

• Support budget tracking, reconciliation, and estimate updates.
• Assist with vendor sourcing, bid comparisons, and cost tracking.
• Prepare and process purchase orders, invoices, and expense documentation.
• Help ensure projects remain within budget and flag potential overages.

Documentation & Organization:

• Maintain accurate and up to date project documentation, files, and contract databases.
• Prepare internal status reports and client-facing updates.
• Ensure all project information is organized, current and accessible.
• Support quality control by reviewing deliverables for accuracy and completeness.

Internal Team Collaboration:

• Collaborate closely with Account, Creative, Production, and Operations teams.
• Participate in internal status meetings and project reviews.
• Provide administrative and coordination support to ensure team efficiency.
• Contribute to process improvements and workflow optimization.

Qualifications:

• Must be willing to take initiative with a proactive mindset and strong sense of ownership.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to manage multiple projects in a fast-paced environment.
• Proficiency in Google Workspace and general project management tools.
• Basic understanding of budgeting and financial tracking.
• Strong problem solving and critical thinking skills.
• Team oriented with a collaborative approach.
• Soft skills with a customer focused mindset, including strong interpersonal skills, empathy, and active listening.
• This role is based in our office and requires on-site presence; remote work is not offered.
• Willingness to work flexible hours, including evenings or weekends, based on event schedules.
• Ability and willingness to travel as needed.

Benefits:

• Competitive salary
• Health and dental
• 401(k) with company match
• Generous Paid Time Off and holidays
• Career Growth
• Opportunity to work on high profile brands and exciting live events
• Collaborative, creative, and growth-oriented team environment

If you are passionate about events, thrive in a dynamic environment, and want to be part of a team that brings brands to life through impactful experiences, we’d love to hear from you!

Please submit your resume to: jobs@creatacor.com

Equal Opportunity Employer:

EOE - Creatacor is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Recruiting Disclaimer:

No Phone Calls or Third-Party Recruiters, Please. Creatacor does not accept unsolicited assistance from search firms/employment agencies/third-party recruiters for any of its employment opportunities. Please, no phone calls or emails to any employee of Creatacor about this opening. All resumes submitted by search firms/employment agencies/third-party recruiters to any employee at Creatacor via email, the Internet, or in any form and/or method without a valid written search firm agreement in place for this position will be deemed the sole property of Creatacor; no fee will be paid in the event a candidate is hired by Creatacor as a result of the unsolicited referral.

Pay: $23.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person