Event Services Sales Coordinator

IFDA seeks a motivated, customer-focused, and organized Sales Coordinator to support exhibit sales, sponsor ships, partnerships, and allied membership. This position helps turn sales commitments into a well-managed customer experience, from processing agreements and coordinating invoices to answering questions and tracking sponsor benefits.

The ideal candidate is service-oriented, self-motivated, and committed to delivering high-quality work. They demonstrate strong administrative and organizational skills, are comfortable preparing tracking and financial reports, and possess excellent written and verbal communication abilities. They can effectively manage multiple priorities, adapt to changing business needs, and build positive working relationships with customers and colleagues. A proactive mindset, attention to detail, and willingness to learn are essential.

Experience with specific software platforms is beneficial but not required.

This is a hands-on sales support position that works closely with IFDA’s sales, finance, marketing, membership, and events teams.

• Receive and review exhibitor, sponsor, partner, and allied membership agreements for completeness and accuracy.
• Coordinate contract processing, confirm approved booth reservations and sponsorship selections, and send confirmations, welcome communications, and next steps.
• Follow up on missing information, discrepancies, outstanding agreements, and deadlines to keep sales opportunities moving forward.
• Maintain organized agreements, customer correspondence, confirmation letters, email templates, forms, and other sales support materials.
• Track reservations, renewals, and other sales activities to support accurate reporting and timely follow-up.

• Serve as a friendly, responsive point of contact for exhibitor questions about applications, booth assignments, payments, registrations, deadlines, and event preparations.
• Coordinate space selection and rebooking, including appointment schedules, booth availability, confirmations, and follow-up.
• Maintain accurate booth assignments and reservation records in IFDA’s exhibit management system.
• Coordinate approved booth changes with sales and event operations staff to ensure floor plans and customer records remain consistent.
• Conduct regular booth and contract audits to identify missing paperwork, conflicting assignments, or other discrepancies.
• Assist exhibitors with routine questions and connect them with the appropriate staff member or service provider when needed.

• Coordinate with Finance to prepare or request invoices and confirm that charges reflect approved agreements.
• Track payment status, send appropriate reminders, and help resolve billing questions.
• Maintain accurate records of contracted sales, reservations, sponsorship commitments, and outstanding balances.
• Prepare regular sales updates covering exhibitor counts, square footage, sponsorship sales, renewals, and other established measures.
• Reconcile sales tracking records with Finance and relevant systems, identifying discrepancies for resolution.

• Maintain a centralized checklist of contracted sponsor benefits, deadlines, responsible staff, and completion status.
• Collect sponsor logos, advertisements, company descriptions, and other required materials.
• Coordinate with Marketing & Communications and event staff to deliver agreed benefits, including signage, recognition, registrations, speaking opportunities, and promotional placements.
• Follow up on missing materials and alert the sales manager when a commitment may be at risk.
• Document completed benefits and assist with post-event sponsor recaps.
• Maintain the consolidated webinar calendar and coordinate related sponsor requirements.

• Serve as an initial point of contact for allied member administrative questions.
• Support member onboarding, welcome communications, renewal reminders, and payment follow-up.
• Maintain accurate company profiles, contacts, agreements, and membership records.
• Help members navigate their benefits and connect them with the appropriate IFDA staff.
• Refer questions about membership strategy, pricing, or customized opportunities to the appropriate manager.

• Monitor assigned shared inboxes, including exhibitor and sponsorship inquiries, and ensure messages receive a timely response or clear…