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Events & Trade Show Coordinator

3 weeks ago

Fort Worth, Texas, United States Parkhill Full time

Overview
The Events & Trade Show Coordinator supports the Events Lead by providing structure, tracking, and process discipline to internal and external events/tradeshows, as well as promotional item management. This role ensures logistics are organized, branded items reinforce Parkhill's identity, and reporting drives improvement. Oversee the pre-show planning, onsite execution and post-show follow up for Parkhill's trade shows. This is an exempt position, paid on a salary basis.

Life at Parkhill
At Parkhill, Building Community is the reason we exist. We invest in extraordinary people who love investing in their communities. We are more than planners, architects, and engineers — we are neighbors who choose to live and work in the communities we serve.

Increase your impact with our team of passionate collaborators. Whether you are a recent graduate with untapped potential or a professional with proven experience, we invite you to discover a career path designed for you.

Parkhill is one of the largest architectural and engineering firms in the Southwest with 14 offices located throughout Texas, New Mexico, and Oklahoma.

Responsibilities

  • Maintain a master calendar of internal and external events with deadlines, milestones and applicable attendee lists for calendar invites.
  • Support event planners with logistics tracking, RSVP lists, and vendor coordination.
  • Capture lessons learned, participation metrics, and event feedback for continuous improvement.
  • Oversee promotional item inventory via Parkhill's third-party supplier, managing requests, budgets, and restocking.
  • Ensure promotional items align with Parkhill brand and quality standards.
  • Prepare a trade show budget and monitor overall event spend to ensure fiscal responsibility and that budget parameters are met.
  • Track budgets and provide reporting on event participation, promotional spend, and utilization.

  • Provide logistics support through:

  • Meeting/event materials preparation

  • Event website creation and maintenance utilizing the Swoogo platform
  • Rooming list management

  • Monitoring event communication email Inbox and providing timely responses

  • Participate in onsite meeting, event and trade show execution as needed.

  • Collaborate with other divisions to ensure accurate and effective data input into Parkhill's CRM.

  • Plan, organize, and manage Parkhill's participation in trade shows by handling all logistical aspects, including but not limited to:

  • Booth setup

  • Booth transportation

  • Promotional materials

  • Oversee trade show preparation, including but not limited to:

  • Booth/sponsorship selection and payment

  • Order booth from the trade show storage company's portal
  • Coordinate booth setup and teardown and oversee these functions to ensure accuracy
  • Determine and place the show services order
  • Conference registrations
  • Hotel reservations
  • Client meal functions and reservations
  • Show labor
  • Promotional orders, transportation/shipping
  • Cooth staff schedules for adequate coverage for all days of the show
  • Show communications (i.e., Know Before You Go email, staff booth schedule etc)

Qualifications

  • Bachelor's degree in Marketing, Communications, Event Management, or related field (or equivalent experience).
  • 3–5 years of event coordination, trade show management or marketing support experience.
  • Proficiency in Microsoft Office.
  • Familiarity with project management tools (i.e., Asana, ).
  • Experience with event management platforms (i.e., Swoogo, Cvent) and RSVP systems.
  • Highly organized, detail-oriented, service-minded, and adaptable.
  • Ability to work on multiple events simultaneously under tight deadlines and prioritize assignments accordingly.
  • Ability to travel as needed for meetings, events and trade shows with occasional evening and weekend travel requirements.
  • Capable of providing effective assistance at the tradeshow booth as needed.
  • Excellent budget management and time management skills.

Benefits And Perks
We offer a comprehensive benefits program that supports the whole person. Our benefits include:

  • Life Balance: hybrid/flexible work schedules, flexible work environment, generous PTO, paid holidays.
  • Investing in Your Future Growth: specialized training, continuing education, professional licensing, intern development programs, University of Parkhill.
  • Competitive Benefits: Multiple health plan options, FSA for dependent care, HSA contributions, employer 401k contribution, employer-paid basic life, short/long term disability coverage, performance bonuses.
  • Well-Being: mental health care, culture committees, wellness program, charitable giving match.