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 looking for a proactive, organized, and target-oriented Project Coordinator to manage project coordination, on-site execution, vendor management, and business development activities for events, exhibitions, brand activations, and related projects.

The candidate will be responsible for coordinating field activities, onboarding vendors, monitoring project timelines, ensuring successful project handovers, generating business leads, and conducting cold calls to acquire new clients.

This role combines fieldwork, project execution, sales, and client outreach. The candidate must be comfortable working at project sites as well as meeting daily cold-calling and lead-generation targets.

Regular travel to event venues, exhibition halls, client locations, vendor facilities, and project sites is required. A personal vehicle and 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 regularly.

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

* Monitor stall fabrication, branding, installations, dismantling, logistics, and other project-related activities.

* Ensure work is completed according to approved designs, specifications, timelines, and quality standards.

* Identify and resolve on-site issues in coordination with vendors, clients, and internal teams.

* Take site measurements, photographs, progress updates, and completion reports when required.

* Be available for extended working hours, weekends, and travel during project execution.

2. Vendor Onboarding and Management (Mandatory)

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

* Onboard new vendors by collecting company details, quotations, documents, compliance information, and service capabilities.

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

* Obtain quotations, 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 adherence to agreed requirements.

* Build and maintain strong working relationships with reliable vendors.

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

3. Project Coordination and Execution

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

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

* Track project progress and ensure activities are completed within approved timelines.

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

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

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

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

* Communicate project updates, risks, delays, and requirements to the concerned internal teams.

4. Project Handover and Closure (Mandatory)

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

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

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

* Coordinate client walkthroughs, snag-list closure, corrections, and final approvals.

* Ensure all materials, equipment, documents, and project assets are properly accounted for after completion.

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

* Report pending work, damages, discrepancies, and post-event requirements to the Project Manager.

5. Cold Calling and Lead Generation (Mandatory)

* Conduct daily cold calls to prospective clients, exhibitors, corporate brands, event organizers, marketing agencies, and other potential 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 identify potential business opportunities.

* Pitch company services to prospective clients and communicate the value of the company's offerings.

* Follow up with prospects through calls, emails, LinkedIn, and other professional communication channels.

* Schedule client meetings, understand 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 records, client interactions, follow-ups, meetings, and sales enquiries.

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

* Meet 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.

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

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

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

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

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

* 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 field.

* 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 regularly for fieldwork, vendor visits, client meetings, and project execution.

* A personal vehicle and valid driving licence are mandatory.

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

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

* Ability to manage multiple vendors, tasks, and deadlines simultaneously.

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

* Ability to understand 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 capable of working 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.

* 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 fieldwork, project coordination, and sales role. 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 with daily calling targets, client follow-ups, and business development responsibilities.

Kindly look into 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.