International Exhibit Services Specialist

About Koelnmesse

Koelnmesse Inc. is the U.S. subsidiary of Koelnmesse GmbH, a global trade fair organizer. We assist U.S. companies in exhibiting at international trade fairs by organizing official U.S. Pavilions and providing turnkey and custom exhibit packages for shows including IDS, Anuga, gamescom, and others. We offer on-the-ground support for American exhibitors, managing contracts, booth packages, directory listings, and exhibitor services from our Chicago-area hub.

A pavilion is a dedicated, branded area at an international trade fair for a group of U.S. companies exhibiting together under one national banner. Koelnmesse Inc. organizes these pavilions and offers exhibitors pre-built, furnished, and ready-to-use turnkey booths, as well as custom booth packages, allowing exhibitors a high-visibility presence overseas without managing booth construction or logistics independently.

The Opportunity

This role is designed to ensure exhibit data accuracy and provide exhibitors with dedicated service, addressing potential gaps in a growing U.S. Pavilion and turnkey exhibit program. As an Operations Associate, you will be instrumental in managing pavilion, turnkey, and custom exhibit contracts. Your responsibilities include maintaining clean exhibit data across Excel, Salesforce, and HubSpot, proactively addressing missing forms, and providing personalized exhibitor attention. You will also support the Koelnmesse Inc. office on priorities set by the President & Managing Director, enabling the team to move beyond order-taking and proactively recommend services that help exhibitors succeed and grow program revenue.

What You'll Own

Contract Processing & Exhibit Data

• Process pavilion, turnkey, and custom exhibit contracts from receipt through confirmation.
• Enter and maintain exhibit data (booth assignments, package types, services ordered, company details) in the master Excel workbook.
• Keep Salesforce and HubSpot updated and fully reconciled with the Excel workbook.
• Flag and resolve discrepancies well ahead of show deadlines.

Show Reporting

• Generate and maintain booth package and exhibitor list reports for each show.
• Keep reports current throughout the sales cycle for accurate leadership visibility.
• Support post-show reporting to inform rebooking and pricing decisions.

Directory & Exhibitor Documentation

• Manage all directory confirmations and corrections for U.S. Pavilion listings and main Cologne show directories.
• Contact exhibiting companies to collect missing service manual forms and required documentation, tracking each item to completion.
• Support the creation, formatting, and distribution of turnkey and pavilion exhibit manuals.

Exhibitor Upgrades & Revenue Support

• Conduct telephone follow-up with assigned exhibitor accounts to recommend and sell value-add services such as graphics.
• Support upgrades of turnkey booths and custom booth packages, coordinating specifications and pricing with exhibitors.
• Support directory advertising and sponsorship sales, from outreach through order processing.
• Log upgrade conversations and outcomes in Salesforce and HubSpot.

Exhibitor Experience & Coordination

• Serve as a responsive, personal point of contact for exhibitors across IDS, Anuga, gamescom, and additional outbound programs throughout the pre-show cycle.
• Partner with the Operations Manager and Cologne-based colleagues to align on deadlines, pricing, and exhibitor communications.

Office Support

• Support the Koelnmesse Inc. office on administrative needs, special projects, and priorities as directed by the President & Managing Director.

Qualifications

Required

• Experience in customer service, sales support, meeting and event planning, trade show operations, or an administrative role.
• Solid Excel skills: accurate data entry, basic formulas, and maintaining a large workbook.
• Experience with, or ability to quickly learn, CRM and marketing platforms (Salesforce and HubSpot preferred).
• Confident on the phone and comfortable recommending products and services to business clients.
• Exceptional attention to detail and a habit of closing every open item.
• Clear, professional written communication.
• Ability to juggle multiple show deadlines and shifting priorities.
• Bachelor's degree or equivalent experience.

Preferred

• Experience in the trade show, exhibition, or meeting and event planning industry.
• Experience in upselling, inside sales, or account management.
• Familiarity with international exhibitor programs.
• Additional language skills (German a plus, not required).

Compensation & Benefits

• Salary & Bonus: Competitive base salary plus bonus opportunity.
• Health Benefits: Medical, Dental & Vision.
• Retirement: 401(k) with company match.
• Work Model: Hybrid (Chicago area preferred).
• Time Off: Generous PTO policy.

Why Join Koelnmesse Inc.

• A role focused on executing tasks correctly and building client relationships.
• Visible revenue impact through exhibitor upgrades and value-add services, with bonus opportunity tied to performance.
• Direct exposure to the President & Managing Director and the broader business.
• Involvement in a growing outbound pavilion portfolio spanning dental, food & beverage, gaming, and more.
• A small, high-performing team with a trust-based, flexible work culture and access to Koelnmesse's worldwide network.

Growth Path

This role offers a clear path in trade show operations, with opportunities to advance into an Exhibit Services Specialist role and, as the pavilion portfolio scales, toward operations management.