Conventions Coordinator II

Location: Auburn, MA 01501
Work Arrangement: 100% Onsite
Duration: 11-Month Contract
Pay Rate: $27.00/hr
Schedule: Monday–Friday, 8:30 AM–12:30 PM
Position Type: Part-Time Contract

Job Summary

We are seeking a highly organized and detail-oriented Conventions Coordinator II to support the coordination and execution of convention events from initial order processing through shipment, return, inventory reconciliation, and follow-up.

This role will manage event orders, coordinate inventory availability, work closely with Marketing, Sales, Logistics, and Warehouse teams, and maintain accurate information within business systems. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The position will also serve as a resource and mentor to junior Convention Coordinators and provide consultative support to internal customers regarding products, event requirements, and available options.

Key Responsibilities

• Manage the convention process after the initial event request has been processed and approved.
• Confirm inventory availability for each event and communicate order confirmations to event owners.
• Take ownership of overall order management within the conventions department.
• Plan and coordinate inventory for events with a goal of achieving a 90%+ first-pass fill rate.
• Create, track, and maintain event information throughout the complete process.
• Maintain and periodically update inventory master files used for convention planning.
• Process and coordinate convention shipment requests from warehouse and field locations.
• Coordinate shipments, returns, and follow-up for unreturned items.
• Work closely with Marketing and Sales teams to manage product requests for conventions, laboratory events, and meetings.
• Collaborate with Warehouse and Logistics teams to coordinate shipments and maintain appropriate inventory levels.
• Identify inventory shortages and coordinate purchases to replace lost or damaged products.
• Provide product guidance and recommend appropriate options or alternatives based on event requirements.
• Serve as a mentor and resource for Convention Coordinator I team members.
• Prepare and maintain daily, weekly, and monthly reports.
• Ensure issues are resolved promptly and appropriate follow-up is completed within established service levels.
• Stay current with promotions, procedures, policies, product updates, and system changes.
• Ensure compliance with applicable federal and state regulations, company policies, and internal processes.
• Identify and escalate requests that require additional compliance or management review.
• Recommend process improvements to increase efficiency within convention operations.
• Provide backup support to other team members as needed.

Required Qualifications

• High School Diploma or equivalent required; advanced education preferred.
• Excellent verbal and written communication skills.
• Experience coordinating multiple tasks in a fast-paced environment.
• Strong organizational and time-management skills.
• Ability to effectively multitask and prioritize competing responsibilities.
• Excellent attention to detail and accuracy in order processing and documentation.
• Experience working with cross-functional teams such as Sales, Marketing, Logistics, Warehouse, or Operations.
• Strong customer service and coordination skills.
• Proficiency with Microsoft Office, Outlook, and Microsoft Teams.
• Ability to manage order processing, inventory coordination, scheduling, and event logistics.
• Positive attitude with a strong team-oriented approach.
• Willingness and ability to learn new products, procedures, and systems.

Preferred Qualifications

• Experience with SAP.
• Knowledge of medical terminology.
• Experience with convention, event, or rental coordination.
• Familiarity with medical or healthcare products.
• Previous experience in order management or order processing.