Field Events & Travel Coordinator

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Position Summary:

Pet Screening's Field Events & Travel Coordinator is responsible for planning, coordinating and executing all non-exhibiting conference and trade show events, maintaining association memberships while managing all travel logistics for the company.

Key Responsibilities

Event Coordination

• Serve as a liaison between Pet Screening and external conference organizer
• Plan and coordinate logistics for conferences and trade shows where Pet Screening is attending but not exhibiting
• Manage event registration, sponsorship submission and speaking engagement logistics, when applicable
• Track sponsorship deliverables (logo placement, digital listing, attendee lists and advertising materials)
• Create event briefs pertaining to assigned shows and manage internal prep documents
• Manage communication between Sales and Marketing teams to ensure sponsorship agreements and deliverables are executed accurately and on schedule.
• Oversee sponsorship budgets, timelines, and post-event reporting
• Update master calendar of all in-market commitments
• Support event technology platforms, including but not limited to lead capture software & client gifting applications
• Supports the logistics of packing and shipping materials for conferences when needed, as well as being cross-trained to support other event team responsibilities.

Travel Coordination

• Research, negotiate and secure hotel accommodations for employees attending conferences, meetings and sponsored events.
• Arrange and/or approve travel for all events and conferences throughout the year (flights, accommodations and when applicable, ground transportation)
• Ensure travel arrangements comply with Pet Screening policies and budget guidelines
• Maintain the centralized calendar for corporate travel, field events, and sponsorship commitments to ensure cross-team visibility.
• Complete and submit all hotel credit card authorization forms in advance of team arrival to prevent check-in delays and billing accuracy.
• Serve as the primary point of contact for travel-related changes, cancellations, and special accommodation requests.
• Troubleshoot travel disruptions and provide real-time support during travel
• Track and reconcile travel-related expenses, maintaining accurate records and supporting budget adherence alongside Trade Show Logistics Manager.

Qualifications

Education & Experience

• Bachelor's degree in Marketing, Hospitality, or related field
• 2+ years experience in event coordination and travel management
• Experience managing conference sponsor ships is a bonus

Job Requirements & Skills

• Highly organized with strong project management skills
• Excellent communication, both written and verbal
• Strong calendar management and scheduling expertise
• Budget tracking and vendor negotiations skills
• Ability to manage multiple concurrent events
• Proficient in Google platforms

Essential Job Functions:

• Prolonged periods of sitting and working on a computer.
• Proficient computer skills with the ability to learn new software.
• Provide a high level of customer service for all issues and requests.
• Meet individual and team performance targets by achieving key productivity and quality KPIs.
• Contribute to a collaborative team by sharing ideas and process improvements, while working in a hybrid environment that requires being in the office 3 days a week. Regular attendance at in-office team meetings and training sessions is a component of the hybrid work model.
• Occasional weekend hours may be required.

About Pet Screening

Our Vision:

Pet Screening strives to be the global leader for pet screening and animal validation. We want to make the world more pet inclusive no matter where you live, work, play, or stay.

Our Mission:

Pet Screening advocates responsible pet ownership and helps validate legitimate assistance animal accommodation requests.

What We Do:

Pet Screening™ is the fastest growing pet-property tech SaaS company. We help property managers and housing providers manage residents' pets and assistance animals (service animals/emotional support animals/companion animals/etc.). Our proprietary screening platform adds an additional layer of liability protection by having a standardized process when dealing…