Job Title: Project and Sales Executive
Job Summary
We are seeking a Project and Sales Executive to provide administrative and operational support for our exhibitions and events. This role is responsible for managing sales administration, customer support, CRM updates, exhibitor services, and coordination with internal teams and external vendors to ensure a seamless exhibitor experience. The ideal candidate is proactive, hardworking, customer-focused, and able to manage multiple tasks in a fast-paced environment. Strong organizational skills, attention to detail, and the ability to learn and adapt quickly to various systems are essential for success in this role.
Key Responsibilities
Sales Administration & Reporting
- Issue sales and purchase orders and coordinate with the accounting team to generate invoices and make payments
- Update and maintain sales reports, Microsoft Dynamics 365 Business Central system and CRM system, including HubSpot
- Follow-up on payment status with customers and update relevant internal teams
- Match and reconcile payment reports
- Input sales information into CRM systems and maintain accurate sales records
Exhibitor Management & Customer Support
- Prepare and allocate exhibition space to customers
- Issue stand confirmation letters
- Guide exhibitors on accessing and utilizing the online exhibitor portal (OEP)
- Provide ongoing support and respond promptly to exhibitor and customer inquiries
- Manage exhibitor contact updates and backend system changes
- Reply to exhibitor enquiries received through the event portal emails
- Generate exhibitor networking links and import them into the online exhibitor manual (OEM)
- Provide exhibitors with OEM and web application login credentials
Event Operations Support
- Approve or reject Visa Invitation Letter applications according to established guidelines
- Review complimentary e-invitation submissions and issue invitations to approved invitees
- Collate badge requests for designated attendee categories and coordinate with relevant stakeholders
- Maintain and update co-exhibitor information within CRM systems
- Input exhibitor data into Salesforce and ensure data accuracy
Portal & System Management
- Prepare, manage, and maintain the online exhibitor manual (OEM) and exhibitor portal
- Work closely with system vendors and internal stakeholders to ensure smooth portal operations
- Support the implementation and utilization of CRM and event technology platforms
Qualifications & Requirements
- Bachelor degree in Business Administration, Event Management, Marketing, or a related field
- 1–2 years of experience in administration, sales support, events, exhibitions, or a related role
- Strong attention to detail and commitment to accuracy
- Excellent administrative, organizational, and time management skills
- Strong problem-solving abilities with a customer/solutions-oriented mindset
- Ability to learn and adapt quickly to CRM systems and event management platforms
- Self-motivated, proactive, and result-driven
- Strong interpersonal and communication skills
- Team player with a positive attitude and willingness to support colleagues
- Demonstrated ability to work diligently and manage multiple priorities in a fast-paced environment
- Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint
Preferred Attributes
- Experience with CRM platforms such as HubSpot or Salesforce
- Familiarity with exhibition, conference, or event management processes
- Customer service-oriented mindset with a commitment to delivering excellent exhibitor support
