Trade Show Logistics Manager

PetScreening; Mooresville (NC); On-site; USD 70,000 - 95,000; Full time

Job summary

PetScreening is seeking a Trade Show Logistics Manager to plan, coordinate, and execute logistics for trade shows, conferences, and client gifts. You’ll oversee shipping, inventory, vendor coordination, purchasing, and expense tracking to keep materials delivered on time and within budget.

The role partners with the Events & Conference team to develop budgets, dashboards, and scalable processes that support data-driven decisions.

Qualifications

• Bachelor’s degree in event management, logistics, supply chain management, business administration, hospitality, or a related field, or an equivalent combination of education and relevant professional experience.
• Three or more years of experience in trade show operations, event logistics, shipping, inventory management, supply chain coordination, or a related role.
• Advanced proficiency in Google Sheets, including complex formulas, pivot tables, lookup functions, data validation, dashboards, data reconciliation, and reporting tools.
• Demonstrated experience building, maintaining, and reconciling detailed budgets and expense reports.
• Experience coordinating multiple events, shipments, vendors, and deadlines simultaneously.
• Strong analytical skills with the ability to interpret event data, identify trends, and develop actionable recommendations.
• Exceptional attention to detail and a demonstrated commitment to data accuracy and documentation.
• Strong organizational, project-management, and time-management skills.
• Effective written and verbal communication skills, including the ability to collaborate with vendors, venues, carriers, internal teams, and leadership.
• Strong problem-solving and decision-making skills, particularly when addressing time-sensitive shipping or event-related issues.
• Ability to negotiate vendor pricing, transportation rates, purchasing terms, and service agreements.
• Ability to work independently, take ownership of assigned responsibilities, and adapt to changing priorities.
• Willingness and ability to travel as required and work occasional evenings or weekends in support of conferences and events.

Responsibilities

• Manage inbound and outbound logistics for trade shows, conferences, client gifts, and departmental inventory.
• Coordinate shipments with carriers, vendors, venues, exhibitors, warehouse teams, and internal stakeholders to ensure accurate and timely delivery.
• Monitor shipments from dispatch through final delivery and proactively resolve delays, errors, damages, or other fulfillment issues.
• Maintain accurate inventory records and oversee the purchasing, storage, packing, shipping, and reconciliation of event materials and supplies.
• Build and maintain annual, quarterly, and event-specific budgets in partnership with the Events & Conference Manager.
• Track estimates, committed expenses, actual costs, forecasts, and budget variances for all assigned events.
• Organize and support a minimum of 30 trade shows and events annually, including attendance at designated events as required.
• Create and maintain advanced Google Sheets tools for budgeting, forecasting, reporting, inventory management, and logistics tracking.
• Audit and reconcile event and expense data across systems to ensure accuracy and consistency.

Skills

Google Sheets

Budgeting

Forecasting

Data analysis

Vendor coordination

Negotiation

Cross-functional teamwork

Communication

Education

Bachelor's degree

Tools

Jira

Navan

Rippling

Snowflake

Astrato

ShipStation

HubSpot

Job description

Position Summary

The Trade Show Logistics Manager is responsible for the planning, coordination, and execution of logistics supporting the company’s trade shows, conferences, client gifting, and related events. This role oversees shipping, inventory, vendor coordination, purchasing, expense tracking, and event data management to ensure materials arrive accurately, on time, and within budget.

Working closely with the Events & Conference team, this position also develops and maintains event budgets, reporting tools, performance dashboards, and scalable processes that improve operational efficiency and support data‑driven decision‑making. The ideal candidate is highly organized, analytically minded, detail-oriented, and comfortable managing multiple events, shipments, vendors, and deadlines simultaneously.

Key Responsibilities

Logistics

• Coordinate the dispatch and delivery of goods with third‑party carriers.
• Plan and monitor inbound and outbound shipments.
• Optimize routing and dispatch processes to minimize transportation costs.
• Negotiate and secure competitive transportation rates.
• Coordinate with vendors, suppliers, transportation companies, and venue warehouse teams.
• Plan and manage inventory control, including maintaining accurate stock records and overseeing inventory audits.
• Purchase inventory and supplies by comparing quotes and ensuring timely, cost‑effective delivery aligned with trade show deadlines.
• Track, troubleshoot, and resolve shipping errors or delivery issues.
• Maintain communication with venue warehouse staff to prevent delays and misunderstandings.
• Collaborate daily with internal teams on order management, fulfillment, and troubleshooting.
• Coordinate the packing and shipping of client gifts, handwriting notes, ensuring timely delivery and maintaining a detailed report of all outgoing items and associated costs.
• Prepare and maintain detailed logistics documentation, tracking reports, and performance records.
• Evaluate existing logistics procedures and recommend improvements to increase efficiency and reduce costs.

Trade Show Management

• Create quarterly trade show and event reports that track performance, including units, leads, demos, revenue, and return on investment.
• Coordinate with the Events & Conference Senior Manager to:
• Build, manage, and maintain detailed annual, quarterly, and event‑specific budgets.
• Track estimates, commitments, actual expenses, and budget variances for all trade shows and events.
• Reconcile event expenses and provide accurate budget updates and forecasts.
• Organize a minimum of 25 trade shows per year, with attendance at designated events as needed.
• Analyze current‑year event data to inform planning and budgeting for the following year.
• Present findings, budget performance, and strategic recommendations to leadership to support decision‑making.
• Demonstrate advanced proficiency in Google Sheets, including creating and maintaining complex spreadsheets, formulas, pivot tables, lookup functions, data validation, dashboards, and reporting tools.
• Develop scalable Google Sheets templates for event budgets, expense tracking, forecasting, inventory management and logistics.
• Audit and reconcile data across Google Sheets, accounting records, travel platforms, and internal reporting systems to ensure accuracy and consistency.
• Establish and maintain a consistent naming structure for events and conferences to create trackable KPIs and measure year‑over‑year performance within Snowflake, HubSpot and Astrato.
• Enter and maintain event data, including: Consistent conference and event names, Event start and end dates, Estimated costs, Actual costs, Event Type, Audience.
• Ensure all required third‑party vendor documentation is on file for non‑credit‑card payments.
• Assist with communication and coordination among vendors, exhibitors, venues, and event partners.
• Submit detailed and accurate descriptions of all conference expenses to Accounting.
• Actively participate in team and cross‑functional meetings relevant to the role.
• Maintain a strong working knowledge of departmental and company software, including updates that may affect team processes and workflows. Platforms include, but are not limited to: Google Sheets, Jira, Navan, Rippling, Snowflake, Astrato, ShipStation or other shipping platform, HubSpot.
• Support additional projects and responsibilities as assigned.

Qualifications

Required

• Bachelor’s degree in event management, logistics, supply chain management, business administration, hospitality, or a related field, or an equivalent combination of education and relevant professional experience.
• Three or more years of experience in trade show operations, event logistics, shipping, inventory management, supply chain coordination, or a related role.
• Advanced proficiency in Google Sheets, including complex formulas, pivot tables, lookup functions, data validation, dashboards, data reconciliation, and reporting tools.
• Demonstrated experience building, maintaining, and reconciling detailed budgets and expense reports.
• Experience coordinating multiple events, shipments, vendors, and deadlines simultaneously.
• Strong analytical skills with the ability to interpret event data, identify trends, and develop actionable recommendations.
• Exceptional attention to detail and a demonstrated commitment to data accuracy and documentation.
• Strong organizational, project‑management, and time‑management skills.
• Effective written and verbal communication skills, including the ability to collaborate with vendors, venues, carriers, internal teams, and leadership.
• Strong problem‑solving and decision‑making skills, particularly when addressing time‑sensitive shipping or event‑related issues.
• Ability to negotiate vendor pricing, transportation rates, purchasing terms, and service agreements.
• Ability to work independently, take ownership of assigned responsibilities, and adapt to changing priorities.
• Willingness and ability to travel as required and work occasional evenings or weekends in support of conferences and events.

Preferred

• Experience managing logistics for a high volume of annual trade shows or events.
• Experience with Jira, Navan, Rippling, Snowflake, Astrato, ShipStation, HubSpot, or comparable business platforms.
• Experience developing dashboards, KPIs, and year‑over‑year event performance reporting.
• Familiarity with trade show freight procedures, advance warehouses, material‑handling requirements, venue shipping policies, and exhibitor services.
• Experience working with Accounting or Finance teams to reconcile expenses, manage vendor documentation, and support non‑credit‑card payments.
• Knowledge of applicable transportation, shipping, and inventory‑control regulations and best practices.

Essential Functions

• Manage inbound and outbound logistics for trade shows, conferences, client gifts, and departmental inventory.
• Coordinate shipments with carriers, vendors, venues, exhibitors, warehouse teams, and internal stakeholders to ensure accurate and timely delivery.
• Monitor shipments from dispatch through final delivery and proactively resolve delays, errors, damages, or other fulfillment issues.
• Maintain accurate inventory records and oversee the purchasing, storage, packing, shipping, and reconciliation of event materials and supplies.
• Build and maintain annual, quarterly, and event‑specific budgets in partnership with the Events & Conference Manager.
• Track estimates, committed expenses, actual costs, forecasts, and budget variances for all assigned events.
• Organize and support a minimum of 30 trade shows and events annually, including attendance at designated events as required.
• Create and maintain advanced Google Sheets tools for budgeting, forecasting, reporting, inventory management, and logistics tracking.
• Audit and reconcile event and expense