Project Coordinator

Overview: We Go Beyond

At F2B Services, we are building something with intention. We operate in the experiential and tradeshow space, delivering high-end LED technology and event solutions for brands that want to stand out. We believe in going beyond—not just in what we deliver, but in how we communicate, prepare, and execute. That standard of excellence shows up in the smallest details and drives how we grow.

To maintain this standard, we are seeking a highly structured, "Type A" Project Coordinator to serve as the ultimate support system for our Project Management team. This is a role for someone who finds professional satisfaction in flawless organization and proactive problem-solving.

The "Ultimate Support" Mission

You are the administrative engine of the project lifecycle. By mastering the logistical, clerical, and show-mandated details, you enable our Project Managers to remain client-facing and focused on high-level strategy and quality assurance. We are looking for an Executive Assistant personality: someone who is detail-obsessed, protective of the team’s schedule, and always three steps ahead.

What You’ll Own

1. Flawless Documentation & Triage (Phase 1)

• New Project Triage: Proactively review every new project created by Sales to identify and flag critical show-mandated documentation and shipping deadlines.
• EAC Ownership: Act as the primary owner for Exhibitor Appointed Contractor (EAC) forms; obtain, complete, and submit them to general contractors by the required deadlines.
• COI Verification: Formally request Certificates of Insurance (COI) and critically audit them for 100% accuracy, ensuring all "additional insureds" are listed correctly per show regulations.

2. High-Level Logistics & Travel (Phase 2)

• Technician Logistics: Book budget-compliant flights, hotels, and ground transportation for lead technicians, ensuring accommodations are conveniently located near show venues.
• Itinerary Design (The Tech Guide): Prepare and distribute comprehensive travel itineraries that include flight details, confirmation numbers, and key on-site contacts.
• Calendar Governance: Maintain and update the internal project calendar to provide company-wide visibility and prevent resource conflicts.
• Handoff Support: Ensure all attachments, floor plans, and product lists are accurate in the PM system for the Warehouse and Logistics teams.

3. Proactive Monitoring & Support (Phase 3)

• Shipment Advocacy: Perform routine tracking checks on all outbound and return shipments; do not wait for the PM to ask for an update.
• Critical Escalation: Immediately flag shipping delays or "at-risk" deliveries to the PM and Logistics team so contingency plans can be enacted.
• Administrative Hub: Serve as the secondary point of contact for internal teams (Finance, Warehouse, Logistics) to shield the PM from routine administrative interruptions.

4. Project Archiving & Reporting (Phase 4)

• Final Closeout: Ensure project folders are complete and logically organized as "Closed," archiving all final EACs, verified COIs, BOLs, and packing slips.
• Summary Reporting: Gather final documentation and note any administrative issues encountered to help the PM prepare internal project summary reports.

Who You Are

• The "Executive Assistant" Personality: You are naturally structured, proactive, and "Type A." You care deeply about the details and take pride in "double-checking the double-check."
• Experience: 2+ years in project coordination, executive assistant roles, or high-stakes event planning.
• Software Proficient: Advanced skills in Google Workspace. Experience with monday.com is a major plus.
• Communicator: You have exceptional written and verbal skills and the confidence to escalate issues immediately and clearly.
• Self-Starter: You don't wait for direction; you see a deadline approaching and you own the process to meet it.

Why F2B Services?

• Intentional Growth: You will have real ownership and the ability to impact the company’s trajectory directly.
• Culture of Excellence: Join a team that values the details and rewards those who go beyond the standard.
• Benefits: Comprehensive Medical, Dental, and Vision insurance.
• Perks: Three weeks of PTO and summer half-day Fridays (July through September).

Location: Hybrid role in Hillsborough, NJ (In-office Mondays and Thursdays required).

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Hillsborough, NJ 08844