Conventions Specialist II Role Explanation
The Conventions Specialist II is an operations and event coordination role responsible for planning, organizing, and managing the logistics of company conventions, trade shows, lab events, and meetings. The position ensures that the correct products and equipment are available, shipped on time, tracked throughout the event, and returned and reconciled after the event.
This role acts as the central coordinator between Marketing, Sales, Warehouse, Logistics, and internal customers, making sure every event runs smoothly from start to finish.
Work Environment
- Location: 100% Onsite Auburn, Massachusetts
- Schedule: Monday Friday, 8:30 AM 12:30 PM (Part-Time)
- Interview: One virtual interview with the hiring manager
- Payrate: $ 28 on W2
Key Responsibilities
- Coordinate the complete lifecycle of convention and event orders after they receive approval.
- Verify product availability and allocate inventory for each event.
- Create and maintain event records in SAP to track all event activities.
- Coordinate shipments from the Auburn warehouse and field locations.
- Monitor product returns after events and follow up on missing or unreturned items.
- Maintain accurate inventory records and arrange replacement purchases for lost or damaged products.
- Work closely with Marketing and Sales teams to fulfill product requests for conventions and meetings.
- Collaborate with warehouse staff to ensure timely shipping and inventory availability.
- Generate weekly and monthly reports.
- Recommend process improvements to increase efficiency.
- Provide guidance and mentoring to Convention Coordinator I team members.
- Ensure compliance with company policies and regulatory requirements.
Daily Activities
A typical day may include:
- Processing new convention requests.
- Scheduling shipments.
- Updating SAP records.
- Communicating with Sales, Marketing, and Warehouse teams.
- Tracking inventory.
- Following up on returned products.
- Resolving order issues.
- Preparing reports.
- Supporting other team members as needed.
Skills Needed
The ideal candidate should have:
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Attention to detail.
- Customer service and coordination experience.
- Experience handling multiple priorities in a fast-paced environment.
- Proficiency in Microsoft Outlook, Teams, and Office.
- Ability to work with cross-functional teams.
Ideal Candidate Background
Candidates from these roles are often a strong fit:
- Convention/Event Coordinator
- Event Operations Coordinator
- Order Management Specialist
- Administrative Coordinator
- Customer Service Representative
- Logistics Coordinator
- Operations Coordinator
- Sales Support Coordinator
- Inventory Coordinator
