Trade Show Project Manager - 20608

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