Events & Trade Show Orchestrator

Monoflo International; Winchester (VA); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

401(k) with company match

Health insurance (medical, dental, and

Vision insurance

Disability insurance

Volunteer life insurance

Paid time off

Christmas shutdown

Concert/sports tickets

Prize raffles

Monthly happy hours

Job summary

Monoflo International seeks a Trade Show & Events Coordinator to own the planning and execution of trade shows, conferences, sponsorships, and customer events. You’ll translate marketing strategies into organized, on-time experiences, coordinating timelines, vendors, logistics and staffing from start to closeout.

This role requires strong organization, calm under pressure and collaboration across teams to deliver reliable results that align with brand messaging and promotional activities at each

Qualifications

• Bachelor's degree in marketing, communications, business, hospitality, event management or related field or equivalent practical experience.
• 3–5 years of experience in trade show operations, corporate events, project coordination, marketing operations or a related role.
• Demonstrated ability to manage multiple schedules, vendors and deadlines without losing attention to detail.
• Strong written and verbal communication skills and confidence following up with internal and external partners.
• Proficiency with Microsoft Office. Experience with project management, CRM, event registration or lead capture platforms is preferred.
• Ability to travel and perform on-site event work, including extended periods of standing and moving event materials within reasonable limits.

Responsibilities

• Build and maintain detailed project plans, deadlines, run-of-show documents and event checklists for assigned programs.
• Manage exhibitor registrations, sponsorship deliverables, show forms, badges, housing blocks and required event documentation.
• Coordinate booth services including material handling, labor, electrical, internet, furnishings, cleaning, catering and audiovisual needs.
• Coordinate outbound and return shipping of booth properties, products, literature, giveaways and equipment, including advance warehouse and direct-to-show deadlines.
• Manage setup and teardown plans and provide on-site support for priority events.
• Maintain booth properties, event supplies and inventory records between events.
• Create the operating calendar for each event and ensure pre-event, on-site and post-event promotional activities are scheduled and completed.
• Coordinate with marketing team members on due dates for invitations, landing pages, social posts, email campaigns, signage, presentations, literature and giveaways.
• Coordinate with sales leaders on booth staffing, schedules, customer meetings, training and event communications.
• Lead event status meetings, document decisions, assign action items and follow through with owners until work is complete.
• Ensure approved messaging and brand assets are implemented consistently across event touchpoints.
• Serve as the day-to-day contact for show organizers, exhibit partners, venues, printers, freight providers and other event vendors.
• Obtain quotes, issue purchase requests, track commitments and maintain accurate event budgets.
• Review vendor invoices against approved scopes and resolve discrepancies.
• Maintain contracts, certificates, shipping records, floor plans, service orders and final event files in an organized shared system.
• Identify recurring issues and improve templates, timelines and processes for future events.
• Coordinate lead-file delivery, data cleanup and handoff to the appropriate marketing and sales owners.
• Compile final attendance, spend, operational observations and stakeholder feedback.
• Lead a concise post-event review and document recommended improvements.
• Confirm return of assets, final invoices and budget closeout.

Skills

Project coordination

Vendor management

Communication skills

MS Office

CRM platforms

Event registration tools

Travel availability

Education

Bachelor's degree in marketing, communications, business, hospitality, event management or related field

Tools

CRM platforms

Project management tools

Event registration systems

Microsoft Office Suite

Job description

Monoflo International seeks a Trade Show & Events Coordinator to own the planning and execution of trade shows, conferences, sponsorships, and customer events. You’ll translate marketing strategies into organized, on-time experiences, coordinating timelines, vendors, logistics and staffing from start to closeout.

This role requires strong organization, calm under pressure and collaboration across teams to deliver reliable results that align with brand messaging and promotional activities at each