CONVENTIONS COORDINATOR II

🚨 NOW HIRING: CONVENTIONS COORDINATOR II

📍 Location: Auburn, MA 01501
💼 Job Type: Contract / Contingent
🏢 Work Arrangement: 100% On-site
💰 Pay Rate: $27.00/hour
⏰ Schedule: Monday–Friday | 8:30 AM–12:30 PM
POSITION SUMMARY

We are seeking a highly organized and detail-oriented Conventions Coordinator II to support convention planning, order processing, inventory coordination, event shipments, and returns.

The successful candidate will coordinate events from the approved request through shipment, return, and closeout. This position works closely with Marketing, Sales, Logistics, Warehouse, and Conventions teams and provides guidance to internal customers.

This is a part-time, 100% onsite position in Auburn, MA.

KEY RESPONSIBILITIES

• Coordinate events after the initial request has been processed and approved.
• Confirm inventory availability and communicate event confirmations to stakeholders.
• Manage overall order processing within the Conventions department.
• Plan inventory for events with a goal of achieving a 90%+ first-pass fill rate.
• Create and track events according to established procedures.
• Maintain and periodically update inventory master files.
• Coordinate incoming convention shipment requests from the Auburn warehouse and field locations.
• Provide consultative guidance by recommending appropriate products, options, and alternatives.
• Work with Marketing and Sales on product requests for conventions, lab events, and meetings.
• Collaborate with Warehouse teams to coordinate shipments and maintain inventory levels.
• Purchase replacement products when inventory is lost or damaged.
• Prepare and maintain daily, weekly, and monthly reports.
• Ensure issues are resolved and follow-up is completed within required service levels.
• Stay current on promotions, policies, procedures, product updates, and system changes.
• Maintain compliance with applicable federal and state regulations and company policies.
• Identify requests requiring additional compliance review.
• Recommend process improvements to increase efficiency.
• Provide backup support to other team members when needed.
• Serve as a mentor and resource for Convention Coordinator I team members.

REQUIRED QUALIFICATIONS

• High School Diploma or equivalent required; advanced degree preferred.
• Excellent verbal and written communication skills.
• Experience coordinating multiple tasks in a fast-paced environment.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize competing responsibilities.
• Excellent attention to detail and accuracy in order processing and documentation.
• Experience working with cross-functional teams such as Marketing, Sales, Logistics, and Warehouse.
• Customer service or coordination experience.
• Proficiency with Microsoft Outlook, Microsoft Teams, and Microsoft Office.
• Ability to coordinate orders, inventory, scheduling, shipments, and event logistics.
• Positive attitude and strong team-player mindset.

PREFERRED QUALIFICATIONS

Training will be provided; these are not required:

• SAP experience.
• Knowledge of medical terminology.
• Familiarity with KARL STORZ products.
• Convention or event coordination experience.
• Order management or order processing experience.
• Administrative coordination experience.
• Inside Sales Support or Operations coordination experience.

IDEAL CANDIDATE BACKGROUND

Candidates with experience as a:

• Convention/Event Coordinator
• Customer Service Representative
• Order Management or Order Processing Specialist
• Administrative Coordinator
• Operations Coordinator
• Inside Sales Support Specialist

IMPORTANT

Candidates should demonstrate strong communication, customer service, organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

INTERVIEW PROCESS

The interview process consists of one virtual interview with the Hiring Manager. Additional interviews will only be conducted if necessary.

📩 Interested candidates: Apply today to be considered for this opportunity.