Freelance Event Project Coordinator (Exhibition & Events)

Employment Type: Freelance (Project-Based)

Work Arrangement: Hybrid (Primarily remote, with occasional onsite work and overseas travel when required)

Project Basis: Ongoing freelance opportunities based on project availability.

Working Hours: Flexible, with availability to support different time zones and attend client meetings when necessary.

Our client is an exhibition design & build company specializing in exhibition booths, trade shows, conferences, retail activations, and brand experience projects for local and international clients.

We are looking for an experienced Freelance Event Project Coordinator to support exhibition and event projects from planning through installation. In this role, you will work closely with clients, designers, production teams, vendors, and international partners to ensure projects are delivered smoothly, on time, and to the highest standard.

Responsibilities

• Coordinate exhibition and event projects from project award through completion.

• Serve as the primary liaison between clients, designers, production teams, vendors, and installation teams.

• Develop, manage, and monitor project schedules, milestones, and deliverables.

• Coordinate with overseas suppliers, contractors, freight forwarders, and local service providers for international projects.

• Prepare project documentation, production schedules, installation plans, quotations, purchase orders, and progress reports when required.

• Monitor fabrication progress, logistics, shipping schedules, and onsite installation timelines.

• Identify potential project risks and implement practical solutions to keep projects on track.

• Support onsite project coordination during exhibition setup, event operations, and dismantling, including overseas assignments when required.

• Ensure projects meet quality standards, safety requirements, client expectations, and agreed timelines.

Requirements

• Diploma or Bachelor's Degree in Event Management, Project Management, Interior Design, or a related field.

• Minimum 2–3 years of experience coordinating exhibition, trade show, or event projects.

• Proven experience managing exhibition booth or event projects from concept through installation.

• Good understanding of exhibition production processes, fabrication, logistics, and onsite operations.

• Experience coordinating international or overseas exhibition projects is highly preferred.

• Strong project management, organizational, and multitasking skills.

• Excellent communication and stakeholder management abilities.

• Able to manage multiple concurrent projects independently with minimal supervision.

• Willing to travel domestically or internationally when required.

• Available to attend project meetings during client working hours when necessary.

Key Deliverables

• Project timeline and milestone management

• Vendor and supplier coordination

• Client communication and project status updates

• Installation and dismantling coordination

• Overseas exhibition logistics support

• Proactive issue resolution throughout project execution

If you have a strong background in exhibition or event project coordination and enjoy working in a dynamic, fast-paced environment, we'd love to hear from you.