Event Coordinator, Administrative​/Clerical

Job Title: Conventions Specialist II

Job Type: Onsite - Contract

Duration: 1 year

Location: Auburn, MA, 01501

Pay Rate: $28.59/hr

The Conventions Specialist II position is responsible for coordinating the creation of an event and each step throughout the complete process. This includes shipping and return of each event, follow-up for unreturned items, as well as cleanup of all items that may have been consumed during an event. It also includes SAP creation and maintenance of the information that allows the event to be tracked throughout the systematic process steps.

Daily interactions with the Marketing, Sales, and Logistics teams, as well as the administrative support associated with these teams, are necessary to perform this job. Coordination with all Conventions team associates is necessary to be successful in this role. This role is required to be able to consult with our internal customers to provide the guidance needed.

• Manage the process after the original event request has been processed and the ICT approved, confirming inventory availability for each event and communicating confirmations to the event owner.
• Own overall order management within the department.
• Manage inventory planning for each event with a goal of 90%+ first-pass fill rate.
• Serve as a mentor to those in the Convention Coordinator I position.
• Create and track all events as described in the SOP for this process.
• Update the available inventory master file for use at events on a periodic basis.
• Process and coordinate all incoming requests for Convention shipments out of the Auburn warehouse or from field locations.
• Utilize enhanced product knowledge to act in a consultative fashion when working with requests, suggesting appropriate options and alternatives.
• Work with Marketing and Sales to manage product requests for company conventions, lab events and meetings.
• Collaborate with the warehouse team to coordinate all shipments and maintain proper inventory levels.
• Purchase products to backfill inventory lost or damaged.
• Process daily, weekly, or monthly reports as requested.
• Resolve problems and complete follow-up in a timely manner, according to service level agreements.
• Stay current on promotions, procedures, policies, product updates and system changes.
• Adhere to compliance requirements and act as a strong Compliance advocate to flag any requests requiring further review.
• Recommend process improvements to ensure efficiency in all conventions processes.
• Run and maintain weekly and monthly reports.
• Provide backup support within the department where needed.

• Punctual, able to sustain attendance guidelines and work hours as assigned; must sit for long periods of time.
• Ability to sit at a computer for most of the workday.
• Ability to use the phone for prolonged periods throughout the day.
• Must be able to work remotely and have adequate space in the home to work comfortably.
• Excellent organizational skills to maintain prioritization of responsibilities and workload.
• Ability to multi-task as orders and calls may need to be taken simultaneously.
• Recognition that the function directly impacts the brand and image presented by the client.
• Pay attention to details to provide accurate information and available options to account executives.

A minimum education level of a High School Diploma, with an advanced degree preferred.