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.

About the Role: The Project Manager is responsible for managing the complete lifecycle of the company's trade shows, expos, and consumer events—from identifying opportunities and coordinating logistics to staffing, inventory management, vendor sourcing, and post-event reporting. This role requires a proactive, highly organized professional who can independently manage multiple moving pieces, anticipate challenges before they arise, and ensure every event is fully prepared for successful execution. The ideal candidate thrives in a fast-paced environment, takes ownership of complex projects, and consistently delivers high-quality operational outcomes with minimal supervision.

Key Responsibilities

Event Planning & Selection

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

Vendor & Logistics Management

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

Event Staffing & Coordination

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

Inventory & Product Management

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

Reporting & Operational Support

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

Qualifications & Skills

Hard Skills

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

Nice to Have

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

Soft Skills

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

Success in This Role

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

Trade Show Project Manager - 20608