Project & Client Acquisition Executive

Job Description: Project & Client Acquisition Executive – Events & Exhibitions

Department: Project Management, Operations & Business Development

Industry: Events, Exhibitions & Brand Activations

Experience: 1–3 years (preferred)

Location: Noida

Budget : 15k – 20k

Job Overview

We are seeking a proactive, well-organized, and results-driven Project Coordinator to oversee project coordination, on-site delivery, vendor management, and business development for events, exhibitions, brand activations, and similar assignments.

The selected candidate will coordinate on-ground activities, onboard vendors, track project timelines, support smooth project handovers, generate business leads, and perform cold calls to secure new clients.

This position combines field execution, project delivery, sales, and client outreach. The candidate must be comfortable working at project sites and meeting everyday cold-calling and lead-generation targets.

Frequent travel to event venues, exhibition halls, client sites, vendor locations, and project sites is required. A personal vehicle and a valid driving licence are mandatory.

Key Responsibilities

1. Fieldwork and Site Coordination (Mandatory)

* Visit event venues, exhibition halls, client locations, vendor facilities, and project sites on a regular basis.

* Coordinate on-site activities before, during, and after events and exhibitions.

* Oversee stall fabrication, branding, installations, dismantling, logistics, and all related project activities.

* Ensure work is completed in line with approved designs, specifications, timelines, and quality benchmarks.

* Detect and address on-site challenges in coordination with vendors, clients, and internal stakeholders.

* Collect site measurements, take photographs, provide progress updates, and submit completion reports when required.

* Remain available for extended working hours, weekends, and travel throughout project execution.

2. Vendor Onboarding and Management (Mandatory)

* Identify and liaise with fabricators, printers, transporters, manpower agencies, decorators, technicians, and other service providers.

* Onboard new vendors by gathering company details, quotations, documents, compliance information, and service capability details.

* Maintain an updated vendor database including contact details, service categories, pricing, and performance records.

* Request quotations, evaluate and compare costs, and coordinate with the internal team for vendor selection and approvals.

* Issue work instructions and coordinate with vendors to ensure timely delivery.

* Monitor vendor performance, quality, timelines, and alignment with agreed requirements.

* Develop and sustain strong relationships with dependable vendors.

* Escalate delays, quality issues, cost variations, and any vendor-related concerns to the Project Manager.

3. Project Coordination and Execution

* Coordinate with clients, project managers, designers, production teams, vendors, and logistics partners.

* Build and maintain project schedules, task lists, checklists, and execution plans.

* Monitor project progress and ensure activities are delivered within approved timelines.

* Coordinate the transport and movement of materials, equipment, branding elements, and manpower to project sites.

* Confirm that materials and deliverables match approved designs and specifications.

* Support execution of exhibition stalls, event setups, branding installations, corporate events, and brand activations.

* Maintain documentation such as work orders, delivery notes, site reports, photographs, and completion records.

* Share project updates, risks, delays, and requirement changes with the relevant internal teams.

4. Project Handover and Closure (Mandatory)

* Coordinate complete project handover to clients or the designated internal team.

* Ensure all deliverables are completed, inspected, and approved prior to handover.

* Prepare handover checklists, completion reports, photographs, and all required documentation.

* Coordinate client walkthroughs, close snag lists, manage corrections, and secure final approvals.

* Confirm that all materials, equipment, documents, and project assets are accounted for after completion.

* Support project closure by collecting client feedback, vendor bills, delivery records, and final project information.

* Inform the Project Manager about pending work, damages, discrepancies, and post-event requirements.

5. Cold Calling and Lead Generation (Mandatory)

* Make daily cold calls to prospective clients, exhibitors, corporate brands, event organizers, marketing agencies, and other target customers.

* Generate qualified leads for exhibition stall design and fabrication, event production, brand activations, branding, corporate gifting, and related services.

* Research upcoming exhibitions, trade shows, corporate events, and industry databases to discover business opportunities.

* Present company services to prospective clients and communicate the value of the company’s offerings.

* Follow up with prospects using calls, emails, LinkedIn, and other professional communication methods.

* Arrange client meetings, understand their requirements, and coordinate with the sales or client servicing team for further discussions.

* Share company profiles, service presentations, and relevant project portfolios with prospective clients.

* Assist in preparing quotations, proposals, and presentations in coordination with the concerned teams.

* Maintain a database of leads, call logs, client interactions, follow-ups, meetings, and sales enquiries.

* Build relationships with exhibitors, corporate decision-makers, event organizers, and agencies to drive repeat business and referrals.

* Meet the assigned daily cold-calling targets, lead-generation targets, and business development goals.

* Track leads and follow up consistently to support conversion into confirmed projects.

6. Reporting and Administration

* Maintain daily reports of site visits, project progress, vendor coordination, cold calls, leads generated, and completed activities.

* Provide regular updates on project status, pending tasks, follow-ups, delays, and resource requirements.

* Keep records of vendor quotations, purchase requirements, work orders, invoices, and delivery documents.

* Monitor and report project-related expenses and any cost variations to the concerned manager.

* Maintain precise records of sales leads, client communication, and business development activities.

* Ensure all project and sales documentation is complete and filed appropriately.

* Follow company policies, safety guidelines, and client-specific requirements at all project locations.

Required Skills and Qualifications

* Graduate or diploma holder in Event Management, Project Management, Operations, Business Administration, Marketing, or a related discipline.

* 1–3 years of experience in project coordination, event operations, exhibitions, production, vendor management, sales, or business development.

* Experience in exhibition stall fabrication, brand activations, event production, or on-ground execution will be preferred.

* Prior experience in cold calling, lead generation, client acquisition, or direct sales is preferred.

* Willingness to travel frequently for fieldwork, vendor visits, client meetings, and project execution.

* A personal vehicle and a valid driving licence are mandatory.

* Strong communication, coordination, negotiation, and problem-solving skills.

* Comfort with cold calling, sales pitches, follow-ups, and achieving targets.

* Ability to manage multiple vendors, tasks, and deadlines at the same time.

* Working knowledge of MS Excel, Word, email, and basic project reporting tools.

* Ability to interpret basic layouts, drawings, measurements, and project specifications.

* Physically fit and comfortable working at event venues, exhibition halls, warehouses, and outdoor locations.

* Self-motivated, responsible, detail-oriented, and able to work independently.

Key Performance Indicators (KPIs)

Project Execution

* Timely completion of assigned project activities.

* Quality of on-site execution and coordination.

* Successful project handovers and closure.

* Timely resolution of site issues and project escalations.

Vendor Management

* Number and quality of vendors onboarded.

* Vendor reliability, performance, and adherence to timelines.

* Cost efficiency and quality of vendor deliverables.

Sales and Business Development

* Number of daily cold calls and follow-ups completed.

* Number of qualified leads generated.

* Number of client meetings and business enquiries secured.

* Conversion of prospective clients into confirmed projects.

* Contribution to new business and revenue generation.

Reporting and Compliance

* Accuracy and completeness of project and sales documentation.

* Timely reporting of project progress, leads, and follow-ups.

* Compliance with approved budgets, specifications, and safety requirements.

Important Requirements

This is a hybrid role focused on fieldwork, project coordination, and sales. Regular site visits, vendor onboarding, on-ground execution, project monitoring, project handover, cold calling, and lead generation are mandatory responsibilities.

Candidates must have a personal vehicle, a valid driving license, and the willingness to travel as required. They must also be comfortable meeting daily calling targets, performing client follow-ups, and handling business development responsibilities.

Kindly review the recruitment requirements and initiate the process accordingly. Please let me know if any additional details—such as job descriptions, required qualifications, or experience criteria—are needed from my end.

• Looking forward to your support in closing these positions at the earliest.