Tradeshow & Event Coordinator

Auto Air Export, Inc. • Irving, TX

2d • Onsite

About The Position

The Tradeshow & Event Coordinator will support the planning, coordination, and execution of trade shows, customer events, internal meetings, and promotional activities across the organization. This role will partner with sales, operations, and external vendors to manage event logistics, timelines, and budgets while ensuring successful event execution. The Event Coordinator will help drive brand visibility, support customer engagement initiatives, and provide organizational support for key marketing and business events.

Requirements

• Minimum of two years of Trade Show and Event planning experience required.
• Bachelor's degree in Marketing, Communications, Event Management, Business Administration, or a related field required.
• Minimum of 2-3 years of experience coordinating trade shows, conferences, corporate events, or marketing events required.
• Experience managing exhibitor portals, registration processes, event logistics, and vendor communications.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities simultaneously.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Teams.
• Ability to manage budgets, track expenses, and process purchase orders.
• Detail-oriented with strong problem-solving and follow-up skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Willingness and ability to travel domestically for trade shows, conferences, and company events as needed (approximately 20-30% travel).

Nice To Haves

• Experience working with trade show service providers, exhibit houses, and event management companies preferred.
• Experience with project management and event planning tools preferred.

Responsibilities

• Coordinate planning and execution of company participation in trade shows, conferences, industry events, and customer facing exhibitions.
• Develop and maintain event calendar, event timelines, project plans, and planning checklists to ensure successful execution.
• Communicate and collaborate with internal stakeholders, including sales and leadership teams, to align event objectives and requirements.
• Serve as the primary point of contact for event service providers, including general contractors, exhibit management companies, and show organizers.
• Manage exhibitor portals and ensure all event deadlines, forms, registrations, and service orders are completed accurately and on time.
• Coordinate booth logistics, including furnishings, utilities, labor orders, shipping, material handling, and installation and dismantle schedules.
• Manage event registrations, attendee communications, agendas, name badges, and event materials.
• Coordinate the ordering, inventory, and distribution of promotional products, giveaways, and marketing collateral.
• Coordinate shipment of exhibit booths, product samples, marketing materials, and promotional items to and from event locations.
• Manage hotel room blocks, attendee registrations, travel coordination, and meeting schedules for company representatives attending events.
• Track event budgets, process purchase orders, and reconcile event-related expenses.
• Support onsite event execution as needed, including vendor coordination and issue resolution.
• Solicits feedback on effectiveness of displays, marketing material, lead retrieval and recommends improvements

What This Job Offers

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