Conventions Coordinator II

Millenniumsoft•Auburn, MA

2d•Onsite

About The Position

The Conventions Specialist II position is responsible to coordinate the creation of an event and each step throughout the complete process. This includes the shipment 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 the 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 is 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. Hiring Manager oversees the Conventions and Rentals teams. The Conventions team currently consists of two full-time employees and one part-time employee responsible for convention planning, scheduling, and order processing. This part-time position is being opened to cover the hours reduced when an existing employee transitioned from full-time to part-time.

Requirements

Excellent verbal and written communication skills (mandatory).
Experience coordinating multiple tasks in a fast-paced environment.
Strong organizational, time management, and multitasking skills.
High attention to detail with accurate order processing and documentation.
Experience working with cross-functional teams (Marketing, Sales, Logistics, Warehouse, etc.).
Comfortable using Microsoft Outlook, Microsoft Teams, and Microsoft Office.
Ability to manage order processing, inventory coordination, scheduling, and event logistics.
Positive attitude, team-player mindset, and willingness to learn.

Nice To Haves

SAP experience.
Knowledge of medical terminology.
Familiarity with KARL STORZ products.

Responsibilities

Manage process once the original event request has been processed and the ICS approved.
Confirm the availability of inventory for each event and communicate confirmations to the event owner.
Ownership of the overall order management within the department.
Manage the Inventory planning for each event, with a goal of 1st pass 90%+ fill rate.
Serve as a mentor to those in the Convention Coordinator I position.
Creation and tracking of all events as described in the SOP for this process.
Responsible for the periodic update of available inventory master file for use at events.
Process and coordinate all incoming requests for Convention shipments out of the Auburn warehouse or from field locations.
Act in a consultative fashion when working with request, to suggest 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.
Make product purchases to backfill inventory lost and damaged.
Process daily, weekly, or monthly reports as requested.
Ensure all problems are resolved and follow-up is completed in a timely manner and according to service level agreements.
Stay current on promotions, procedures, policies, product updates and system changes.
Adhere to the requirements of Federal & State Regulations, KARL STORZ Policies and Grant Committee processes, while maintaining Service Levels on communication.
Act as a 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 back up support where needed within the department.