Job Description

Job Description

Job Description

Come join our team of Eventurists!

American Exposition Services is a national service contractor for the exhibitions, trade show and face to face marketing community.

Summary:

The Sales & Accounts Coordinator plays a vital support role within the Sales & Accounts Management team, ensuring the smooth, timely flow of communication, documentation, and logistics throughout the event planning process. This entry-level position requires exceptional organizational skills, a keen eye for detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, communicative, and thrives in a team-centric workplace.

Essential Duties and Responsibilities:

Lead & Email Management

• Monitor the Sales email inbox, responding to inquiries or forwarding them to appropriate team members.
• Identify new leads or RFPs, create event folders, assign job numbers, and forward relevant information to the Sales & Accounts Manager.
• Cross-check new event inquiries with the show calendar to identify any conflicts.

Client & Vendor Communications

• Act as the point of contact for clients and vendors when Account Managers are unavailable or on PTO.
• Prioritize and respond to time-sensitive communication when delegated by Account Managers.

Event Coordination & Documentation

• Request initial floor plans for upcoming events.
• Begin Event Reports and input event details into the AES event management system.
• Schedule event cleaners, other 3rd party vendors, and coordinate logistics support.
• Add contract and milestone deadlines to the Sales Calendar upon contract execution.

Internal Collaboration

• Liaise with the Director of Logistics to confirm Material Handling rates.
• Proof client storefronts before Account Managers distribute them.
• Support the creation and delivery of feedback surveys post-event.

Client Support & Follow-up

• Send deposit and graphic deadline reminders to clients.
• Submit Fire Marshal Approval requests and track approval status against deadlines.

Administrative & Operational Tasks

• Restock Account Manager job boxes and maintain inventory.
• Order Show ID signs or coordinate with the Exhibitor Services Department to produce them.
• Provide general administrative support to all members of the Sales & Accounts Management team as needed.

Qualifications:

• 1–2 years of experience in event coordination, project coordination, or administrative support preferred
• Strong written and verbal communication skills
• Highly organized with excellent time management abilities
• Detail-oriented and proactive in solving problems
• Comfortable using event management software
• Proficient in Microsoft Office Suite and Outlook
• Ability to work independently and collaboratively across departments

Education/Experience:

Associate’s degree from a four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience. Prior experience in outside sales and/or event planning preferred.

Certificates and Licenses:

Valid CA driver’s license

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write professional correspondence. Ability to speak effectively before groups of customers or employees of organization.

Computer Skills:

To perform this job successfully, an individual should have knowledge using a digital database and sales system (Boomer), word processing software, spreadsheet software, presentation software, virtual meetings, and internet software.

Working Conditions:

Office-based position with occasional onsite event support as needed, standard office hours with flexibility around event deadlines or client needs, must be comfortable managing multiple priorities with tight timelines, work closely with those in your department to cross-check the work you produce for them.

American Exposition Services (AES) delivers turn-key event solutions with a personal touch. We partner with clients to design and produce one-of-a-kind experiences for attendees and exhibitors alike. As a trusted service contractor for trade shows, conventions, conferences, special events, and custom exhibits, AES combines expertise, creativity, and reliability to bring every event to life.

Company Description

American Exposition Services (AES) delivers turn-key event solutions with a personal touch. We partner with clients to design and produce one-of-a-kind experiences for attendees and exhibitors alike. As a trusted service contractor for trade shows, conventions, conferences, special events, and custom exhibits, AES combines expertise, creativity, and reliability to bring every event to life.

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