Global Convention Services is seeking a highly organized, results-oriented individual with a passion for delivering excellent customer service to join our team as the Exhibitor Services Coordinator at our Halifax, NS branch.
About the Role
The Exhibitor Services Representative plays a key role in supporting exhibitors throughout their entire customer lifecycle — from pre‑event planning to onsite execution and post‑show follow‑up. In this role, you will manage the online ordering experience, assist exhibitors with orders and billing, and serve as a primary point of contact for sales, material handling, and event‑related inquiries.
You’ll work closely with Account Managers, Operations, and external event partners to ensure every exhibitor receives exceptional service and a smooth, stress‑free event experience.
Your work directly contributes to exhibitor satisfaction, revenue growth, and the overall success of each event.
Responsibilities
Exhibitor Support & Customer Experience
- Serve as the primary contact for exhibitors, both online and onsite, providing expert guidance on services, logistics, and event procedures.
- Operate the Exhibitor Services Desk during required events, assisting with orders, answering questions, and resolving issues quickly and professionally.
- Proactively engage with 30–300+ exhibitors per event.
- Deliver high‑quality customer service by responding promptly to inquiries through phone, email, and onsite interactions.
- Assist exhibitors in placing orders for furniture, equipment, signage, utilities, and other services before and during the event.
Online Ordering Portal & Sales Support
- Set up, manage, and maintain the online exhibitor ordering portal (via ConventionSuite), ensuring product accuracy, pricing, and deadlines.
- Guide exhibitors through the online ordering process, troubleshooting access issues and answering product questions.
- Identify and pursue upsell opportunities, such as booth enhancements, rentals, and custom signage, to maximize event revenue.
Billing & Payment Processing
- Process payments including cash, checks, wire transfers, and credit cards with accuracy and compliance.
- Generate exhibitor invoices and ensure billing aligns with services ordered and delivered.
- Follow up on outstanding balances, resolve discrepancies, and maintain accurate financial records.
Material Handling & Logistics Coordination
- Support exhibitors with material handling processes, working collaboratively with internal teams and venue partners to ensure freight is documented, tracked, and delivered efficiently.
- Partner closely with the installation and operations teams to ensure timely fulfillment of exhibitor orders.
Event Preparation & Administrative Support
- Collect and confirm event details with clients; distribute necessary information to internal teams and stakeholders.
- Coordinate exhibitor and client needs with vendors and suppliers (AV, décor, rentals, etc.).
- Prepare event documentation, ensuring accuracy and readiness prior to arrival onsite.
- Maintain thorough records of exhibitor interactions, orders, payments, and post‑event reconciliation.
- Ensure all accounting and invoicing tasks are completed accurately at event close.
Requirements:
- 1-3 years' experience in hospitality, retail, events, or any role involving direct customer interaction is preferred.
- Ability to work effectively and thrive in a team-oriented, fast-paced environment.
- Skilled multitasker with the ability to manage multiple priorities at once.
- Highly organized, with strong time-management abilities.
- Strong problem‑solving skills, with the ability to make quick decisions and provide solutions in real time.
- Ability to remain professional, calm, and solutions‑focused under tight deadlines, long work hours, and during high-pressure event periods.
- Excellent oral communication skills with a high degree of comfort interacting with clients, exhibitors, vendors, and venue partners.
- Strong attention to detail, particularly when managing orders, billing, transactions, and documentation.
- Strong technological aptitude, including experience using POS systems and the Microsoft Office Suite.
- Ability to learn new systems and event processes quickly; experience with NetSuite or other ERP systems is considered an asset.
- Ability to lift or move light materials (e.g., signage, small boxes) as needed (typically up to 20–25 lbs).
- Valid driver’s license and access to a reliable vehicle is required.
- Must be able to work flexible hours, including evenings and weekends, and travel based on event requirements.
About The Company
Global Convention Services Ltd. is a family-owned event decorating company, operating since 1989, with eight branches in 5 provinces across Canada. The core of our business features, but is not limited to, trade show décor, event furniture, event electrical distribution, event printing and signage, material handling, shipping, customs and brokerage, and display installation and dismantle services.
Job Types: Full-time, Permanent
Pay: $40,000.00-$46,000.00 per year
Benefits:
- Casual dress
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- Vision care
Licence/Certification:
- Driving Licence (required)
Work Location: In person
