Conventions Coordinator II

MillenniumSoft Inc; Auburn (MA); On-site; USD 32,000 - 43,000; Part time

Job summary

KARL STORZ in Auburn, MA is seeking a Conventions Specialist II to coordinate event creation from start to finish, including shipment, return, and follow-up. This role requires collaboration with Marketing, Sales, and Logistics to ensure accurate and timely event processing onsite.

The position is 100% onsite, Mon-Fri, 8:30 AM–12:30 PM, with focus on inventory checks, SOP-driven event creation, and proactive internal communication.

Qualifications

• 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.

Responsibilities

• Position is responsible to manage process once the original event request has been processed and the IC approved. This portion of the process will confirm the availability of inventory for each event and communicate confirmations to the event owner.
• Ownership of the overall order management within the department.
• Position will 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.
• Enhanced Product Knowledge is required. Is able to 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.
• Ability to 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.

Skills

Verbal communication

Written communication

Multitasking

Time management

Organization

Cross-functional collaboration

Microsoft Office

Order processing

Inventory coordination

Education

High School Diploma

Tools

SAP

Microsoft Office

Job description

Job Id:

KSZ-260 KSTO-49587

Location:

Auburn, MA

Pay Rate:

$27.00 / hr

Client Name:

KARL STORZ

Summary

• 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.
• Location: 100% onsite in Auburn, MA.
• Schedule: Monday-Friday, 8:30 AM to 12:30 PM.
• Interview process will be a virtual interview with just the hiring manager, no other interviewers and just the one meeting, unless other information is needed.

Responsibilities

• Position is responsible to manage process once the original event request has been processed and the IC approved. This portion of the process will confirm the availability of inventory for each event and communicate confirmations to the event owner.
• Ownership of the overall order management within the department.
• Position will 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.
• Enhanced Product Knowledge is required. Is able to 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.
• Ability to 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.
• Compliance Requirements- Candidate must be knowledgeable and adhere to the requirements of Federal & State Regulations, KARL STORZ Policies and Grant Committee processes, while maintaining Service Levels on communication.
• Must be a strong Compliance advocate to flag any requests requiring further review.
• Recommends 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.

Requirements

Required Skills & Experience

• 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.

Preferred (Not Required - Training Provided)

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

Ideal Background

• Convention/Event Coordinator.
• Customer Service Representative.
• Order Management/Order Processing Specialist.
• Administrative Coordinator with event or logistics experience.
• Inside Sales Support or Operations Coordinator.

Candidates May Be Disqualified If They Lack

• Strong verbal and written communication skills.
• Ability to manage multiple priorities and work in a fast-paced environment.
• Customer service or coordination experience.
• Attention to detail and organizational skills.

A minimum education level of a High School Diploma, with an advanced degree preferred