Event Services Sales Coordinator

The International Foodservice Distributors Association (IFDA); McLean (VA); On-site; USD 45,000 - 65,000; Full time

Job summary

The International Foodservice Distributors Association (IFDA) is seeking a motivated Sales Coordinator to support exhibit sales, sponsorships, partnerships, and allied membership. You will process agreements, coordinate invoices, and track sponsor benefits while delivering high-quality service to exhibitors and internal teams.

The role requires strong administrative skills, attention to detail, and the ability to manage multiple priorities.

Qualifications

• Experience in customer service or sales support preferred.
• Ability to organize multiple tasks and meet deadlines.
• Strong written and verbal communication skills.
• Willingness to travel and provide on-site support.
• Familiarity with invoicing, payment tracking, or sales reports is helpful.
• Comfortable with email, documents, spreadsheets, and shared calendars.

Responsibilities

• Process exhibitor, sponsor, partner, and allied membership agreements for accuracy.
• Coordinate contract processing, booth reservations, and confirmations.
• Track reservations, renewals, and sales activity for reporting.
• Serve as a contact for exhibitors about applications, payments, and deadlines.
• Maintain booth assignments and records in IFDA systems.
• Prepare regular sales updates and reconcile records with Finance.
• Provide on-site event support and post-event follow-up.

Skills

Customer service

Sales support

Administrative coordination

Hospitality

Event support

Communication skills

Travel availability

iMIS

A2Z

HubSpot

Tools

iMIS

A2Z

HubSpot

Job description

Job Function:

IFDA seeks a motivated, customer-focused, and organized Sales Coordinator to support exhibit sales, sponsorships, partnerships, and allied membership. This position helps turn sales commitments into a well-managed customer experience, from processing agreements and coordinating invoices to answering questions and tracking sponsor benefits.

The ideal candidate is service-oriented, self-motivated, and committed to delivering high-quality work. They demonstrate strong administrative and organizational skills, are comfortable preparing tracking and financial reports, and possess excellent written and verbal communication abilities. They can effectively manage multiple priorities, adapt to changing business needs, and build positive working relationships with customers and colleagues. A proactive mindset, attention to detail, and willingness to learn are essential. Experience with specific software platforms is beneficial but not required.

This is a hands-on sales support position that works closely with IFDA’s sales, finance, marketing, membership, and events teams.

Sales Administration and Contract Processing

• Receive and review exhibitor, sponsor, partner, and allied membership agreements for completeness and accuracy.
• Coordinate contract processing, confirm approved booth reservations and sponsorship selections, and send confirmations, welcome communications, and next steps.
• Follow up on missing information, discrepancies, outstanding agreements, and deadlines to keep sales opportunities moving forward.
• Maintain organized agreements, customer correspondence, confirmation letters, email templates, forms, and other sales support materials.
• Track reservations, renewals, and other sales activities to support accurate reporting and timely follow-up.

Exhibitor Support and Booth Coordination

• Serve as a friendly, responsive point of contact for exhibitor questions about applications, booth assignments, payments, registrations, deadlines, and event preparations.
• Coordinate space selection and rebooking, including appointment schedules, booth availability, confirmations, and follow-up.
• Maintain accurate booth assignments and reservation records in IFDA’s exhibit management system.
• Coordinate approved booth changes with sales and event operations staff to ensure floor plans and customer records remain consistent.
• Conduct regular booth and contract audits to identify missing paperwork, conflicting assignments, or other discrepancies.
• Assist exhibitors with routine questions and connect them with the appropriate staff member or service provider when needed.

Invoicing and Sales Reporting

• Coordinate with Finance to prepare or request invoices and confirm that charges reflect approved agreements.
• Track payment status, send appropriate reminders, and help resolve billing questions.
• Maintain accurate records of contracted sales, reservations, sponsorship commitments, and outstanding balances.
• Prepare regular sales updates covering exhibitor counts, square footage, sponsorship sales, renewals, and other established measures.
• Reconcile sales tracking records with Finance and relevant systems, identifying discrepancies for resolution.

Sponsorship and Partnership Fulfillment

• Maintain a centralized checklist of contracted sponsor benefits, deadlines, responsible staff, and completion status.
• Collect sponsor logos, advertisements, company descriptions, and other required materials.
• Coordinate with Marketing & Communications and event staff to deliver agreed benefits, including signage, recognition, registrations, speaking opportunities, and promotional placements.
• Follow up on missing materials and alert the sales manager when a commitment may be at risk.
• Document completed benefits and assist with post-event sponsor recaps.
• Maintain the consolidated webinar calendar and coordinate related sponsor requirements.

Allied Membership Support

• Serve as an initial point of contact for allied member administrative questions.
• Support member onboarding, welcome communications, renewal reminders, and payment follow-up.
• Maintain accurate company profiles, contacts, agreements, and membership records.
• Help members navigate their benefits and connect them with the appropriate IFDA staff.
• Refer questions about membership strategy, pricing, or customized opportunities to the appropriate manager.

Customer Communication and Database Maintenance

• Monitor assigned shared inboxes, including exhibitor and sponsorship inquiries, and ensure messages receive a timely response or clear handoff.
• Document customer communications, account status, next steps, and outstanding issues so team members can easily follow up.
• Keep company and contact information current across IFDA’s databases and sales tracking tools.
• Review records regularly for duplicates, missing information, outdated contacts, and incomplete activity history.
• Assist with registration questions, transfers, cancellations, and system troubleshooting, coordinating with other staff as needed.
• Identify practical ways to improve templates, tracking tools, and routine workflows.

Event and Team Support

• Provide on-site support for exhibitor services, sponsor fulfillment, space selection, and customer questions.
• Help prepare event materials, customer instructions, post-event reports, and follow-up communications.
• Coordinate awards, trophies, and commemorative items with Marketing & Communications and event staff.
• Assist with prospect research and preparation of sales materials.
• Provide additional administrative and cross-department support as needed while balancing assignments with core sales support deadlines.

General Office Support

• Coordinate general office services, including calendar updates, mailings, and supply inventory.
• Perform other duties as assigned in support of the broader IFDA team.

Qualifications and Experience

• Experience in customer service, sales support, administrative coordination, hospitality, association work, or event support is preferred.
• Ability to organize multiple assignments, maintain accurate records, and meet deadlines.
• Strong written and verbal communication skills and a friendly, professional customer service approach.
• Comfortable using email, documents, spreadsheets, and shared calendars, with a willingness to learn new systems.
• Experience with iMIS, A2Z, HubSpot, or similar systems is a plus; prior experience with these specific platforms is not required.
• Familiarity with invoices, payment tracking, or basic sales reporting is helpful.
• Ability to travel and provide on-site support for IFDA events as required.