Project Manager - Trade Shows

At Diper Exhibitions, we are seeking a highly organized and proactive Project Manager to oversee the planning, execution, and delivery of trade show exhibit projects. This role requires coordination across multiple departments (sales, operations, design, logistics, production), precise budgeting, and on-site management to ensure all projects are delivered on time, within scope, and aligned with quality standards.Key ResponsibilitiesProject Planning & BudgetingPrepare accurate cost estimates for materials, labor, logistics, and services.Develop detailed project plans including layouts, forms, 3D designs, and service orders.Manage project budgets and adjust constraints based on financial analysis.Track and evaluate performance to ensure timely and successful project delivery.Review the project scope and details at least three times with the sales and production team to ensure full alignment and avoid missed requirements or last-minute changes.Internal CoordinationCoordinate with the sales team to align on scope and client expectations.Work closely with the Operations Manager to assign leads and establish production schedules.Organize internal kickoff meetings with production, foremen, and team leads.Ensure all internal documentation (production orders, service layouts, POs) is accurate and complete.Reconfirm project details across all departments during multiple check-ins to eliminate potential issues.Vendor & Logistics ManagementSubmit show-related forms (EAC, MOP, WC, freight, labor) to venues on time.Procure specialty materials (carpet, acrylic, vinyl, laminates) and assign POs.Coordinate with logistics to manage labor, freight, and travel bookings.Track graphic production, proof quality, and meet delivery timelines.On-Site Execution & Show ResponsibilitiesMaintain real-time communication via WhatsApp with foremen and leads.Ensure labor team performance meets standards; escalate if needed.Confirm delivery of freight and services on site.Monitor installation and dismantle processes; ensure photos and documentation are collected and uploaded.Validate all client needs are met and documented.Reporting & Quality ControlUse Airtable or other project software to maintain detailed documentation and progress updates.Review completion photos, shipping documents (BOL) and customer confirmations.Analyze post-event performance and identify areas for improvement.Client Communication & Customer ServiceServe as main point of contact during pre-show planning, show execution, and post-show wrap-up.Maintain professional, responsive communication with clients, providing updates and solutions in real time.Coordinate with sales or operations to resolve scope changes or client concerns.Compliance & SafetyEnsure adherence to OSHA, fire marshal, and union labor requirements where applicable.Enforce safety protocols on-site and in warehouse environments.Required Skills & QualificationsExperience in trade shows, events, production, or related industries.Strong organizational and multitasking skills.Bilingual: English & Spanish (Required)Familiarity with project management tools (Airtable, Monday.com, Trello, etc.)Basic knowledge of floor plans, show forms, and exhibit installation.Strong written and verbal communication.Proficient in MS Office Suite.Additional NotesMandatory travel during trade show season (February–June and August–November).PM is responsible for team conduct on-site and in warehouse.Respectful workplace behavior is mandatory. Violations may lead to termination.All time-off requests must be submitted at least two weeks in advance.Use of company credit card must be pre-authorized and documented. What We OfferPaid vacation, PTO, sick leave, and holidays401(k) retirement planTravel expenses covered during the trade show seasonGrowth opportunities within an international environment