Field Events & Travel Coordinator

PetScreening • Mooresville, NC

2d • Hybrid

About The Position

PetScreening’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.

Requirements

• Bachelor’s degree in Marketing, Hospitality, or related field
• 2+ years experience in event coordination and travel management
• 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

Nice To Haves

• Experience managing conference sponsorships is a bonus

Responsibilities

• Serve as a liaison between PetScreening and external conference organizer
• Plan and coordinate logistics for conferences and tradeshows where PetScreening 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.
• 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 PetScreening 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.
• 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.

Benefits

• Medical/Dental/Vision/HSA benefits offered after 30 days of employment.
• Company sponsored Life Insurance and Short Term Disability.
• Optional Life Insurance and Long Term Disability Plans.
• 401(k) with 3% match regardless of employee contribution. Quarterly open enrollment.
• Paid time off accrual beginning first day of employment
• Paid holidays
• Optional remote work days
• Paid Family/Military/Bereavement leave
• Pet friendly office

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level