Exhibit Specialist

About the Position The Community Initiatives and Agriculture team is looking for a dynamic and results-driven Exhibit Specialist to join our team to provide an exceptional vendor experience. The Exhibit Specialist plays a pivotal role in the coordination of exhibit vendor relations for our events within the CIA team. A key part of this role is involving vendor management and the ability to identify areas needed to support exhibitors, supporting sales strategies and maintaining strong relationships with clients to ensure successful event experiences. Additionally, they often collaborate with event teams to ensure smooth execution and customer satisfaction. The successful candidate will be responsible for: Documenting all sales interactions comprehensively in the CRM system.Contributing personal energy, enthusiasm, and teamwork spirit to enhance team dynamics.Creating and updating various event documents used by the exhibits team.Ensuring timely completion of vendor workflows, including contracts, invoicing, data collection, and receiving both deposit, full payments and insurance certificates for exhibit space.Responding to vendor inquiries.Liaising with Marketing to ensure vendor directories and vendor promotional packages are current.Assisting with collections and past due accounts.Utilizing consumer research data to understand attendee demographics and tailor sales pitches accordingly.Generating leads from various sources including media advertisements, internet platforms, competitor shows, and industry associations.Attending competitive shows/events to identify opportunities and promptly follow up on leads.Familiarizing oneself with show features, marketing strategies, and promotional plans to optimize sales efforts.Coordinating with trades and external contractors to provide necessary information for trade show and vendor activation spaces successful execution.Ensuring proper marking of vendor areas, both indoor and outdoor, for efficient move-in processes.Liaising with trades and setup crews to meet vendors' service requirements, both indoor and outdoor, during move-in.Remaining present throughout move-in days to address issues and provide direction as needed.Overseeing and maintaining the appearance of vendor areas to meet quality and safety standards before and during the event.Collaborating with relevant stakeholders such as health services, authorities, and inspectors as necessary.Maintaining ongoing communication with vendors to address guest complaints and operational issues.Conducting audits to ensure vendors adhere to vendor handbook rules and regulations, food safety regulations, guest service, and revenue reporting standards.Assisting in troubleshooting any issues during vendor teardown.Following up post-event with stakeholders, vendors, and organizational teams to capture necessary feedback for successful future events.Collaborating with the Commercial Exhibits team to brainstorm enhancements and expansions for vendor programs across Explore Edmonton events.Working with leadership to develop plans and budgets for maintaining and expanding vendor programs, processes, and procedures.Executing all programs, processes, and procedures during events.Conducting post-event audits with leadership and the Commercial Exhibits team to evaluate effectiveness and make necessary adjustments.Offering feedback to the Commercial Exhibits team on the execution of vendor programs, processes, and procedures as needed.Soliciting feedback from the Commercial Exhibits team and vendors post-event to assess appropriateness and inform future expansion and upgrades discussions. The successful candidate will have the following: Previous experience in a customer service or retail environment, demonstrating interaction with customers and understanding of sales processes, being solution focused.Experience with executing contracts, invoices and general collection follow-ups.Strong communication skills, both verbal and written, to effectively engage with customers and convey product/service information.Understanding of sales principles and techniques, such as prospecting, lead generation, and closing deals.Basic understanding of project management and value keeping projects on track. Familiarity with CRM software, ZOHO preferred. Ability to work in a fast-paced environment, handle rejections and client conflict positively, maintaining a positive attitude.Eagerness to learn and grow in a sales & exhibit coordination role, with a proactive approach to seeking feedback and improving sales skills.Demonstrated teamwork and collaboration skills.Willingness to adapt and respond to changing market trends and customer needs.Intermediate experience with Microsoft Suite.