Conventions & Events 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

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.