Tradeshow Logistics & Inventory Coordinator

Intradeshowsandevents; City of Rochester (NY); Hybrid; USD 40,000 - 56,000; Full time

Job summary

IN Tradeshows & Events is seeking a dependable, organized Tradeshow Warehouse Coordinator to manage daily handling, inventory, preparation, shipping, and receiving of customer tradeshow properties.

The ideal candidate is highly organized, values accuracy, communicates well, and thrives in a fast-paced warehouse setting where priorities shift with schedules.

Qualifications

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to accurately sort, count, track, and inventory multiple items.
• Ability to use basic hand tools.
• Strong written and verbal communication skills.
• Professional customer-service skills.
• Basic computer proficiency.
• Experience with Microsoft Excel and Word.
• Experience with Google Docs.
• Ability to communicate professionally through email.
• Ability to learn inventory, shipping, and customer portal systems.
• Ability to work independently as well as part of a team.
• Ability to safely lift and move items weighing up to 50 lbs.
• Willingness to travel occasionally and work outside standard business hours when tradeshow schedules require it.

Responsibilities

• Receive, sort, and organize incoming customer tradeshow properties on a daily basis.
• Maintain and update vendor orders list and inventory information as needed.
• Pull customer properties according to customer orders and requests.
• Ensure outgoing shipments are double-checked by another team member for accuracy.
• Package tradeshow properties using appropriate materials and best practices to help prevent damage during transit.
• Prepare a detailed shipping list for every tradeshow shipment leaving the warehouse.
• Create and print shipping labels using UPS WorldShip and FedEx shipping systems.
• Receive returning tradeshow properties and verify all items against the original shipping list.
• Inspect returned properties for damage or missing items and complete detailed damage/missing-item reports.
• Sort returned properties and return all items to their appropriate inventory locations.
• Update returned inventory in the IN Tradeshows online portal and document completion on show-return paperwork.
• Confirm that setup instructions are included with each exhibit so it is complete and ready for its next shipment.
• Pull promotional products, literature, and other materials for customer orders.
• Assemble customer kits, folders, mailers, literature packages, and promotional-item bundles as required.
• Consolidate promotional materials for distribution at tradeshows and events.
• Maintain accurate inventory counts in the IN Tradeshows online portal.
• Monitor inventory levels and report when customer materials are running low.
• Unpack and assemble properties to verify that all components are present.
• Inspect items and identify missing or damaged components.
• Photograph properties for inventory documentation and the customer portal.
• Dismantle and properly repack properties for storage.
• Maintain copies of setup instructions for the master file.
• Ensure properties are properly identified and ready for future customer orders.
• Photograph products and properties in each customer's inventory.
• Upload photographs and product information to the IN Tradeshows customer portal.
• Maintain accurate online inventory counts.
• Create inventory codes that correspond with each stored customer item.
• Properly tag inventory with the item's photograph and identifying code.
• Process incoming customer orders on a daily basis.
• Maintain accurate and organized inventory records.
• This position may occasionally require travel to tradeshows and events to assist with the installation, setup, dismantling, and packing of exhibit properties.
• The tradeshow industry frequently requires installations and dismantles during evenings and weekends.
• A computer and printer will be provided.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Microsoft Excel

Microsoft Word

Google Docs

Tools

UPS WorldShip

FedEx shipping system

Job description

Employment Type: Full-Time, Salaried
Reports To: Warehouse Manager

Position Overview

IN Tradeshows & Events is seeking a dependable, organized, and detail-oriented Tradeshow Warehouse Coordinator to join our team. This position is responsible for the daily handling, inventory, preparation, shipping, and receiving of customer tradeshow properties.

The ideal candidate is highly organized, takes pride in accuracy, communicates well, and is comfortable working in a fast-paced warehouse environment where priorities can change based on customer and tradeshow schedules.

Key Responsibilities

Shipping & Receiving

Receive, sort, and organize incoming customer tradeshow properties on a daily basis.

Maintain and update vendor orders list and inventory information as needed.

Pull customer properties according to customer orders and requests.

Ensure outgoing shipments are double-checked by another team member for accuracy.

Package tradeshow properties using appropriate materials and best practices to help prevent damage during transit.

Prepare a detailed shipping list for every tradeshow shipment leaving the warehouse.

Create and print shipping labels using UPS WorldShip and FedEx shipping systems.

Receive returning tradeshow properties and verify all items against the original shipping list.

Inspect returned properties for damage or missing items and complete detailed damage/missing-item reports.

Sort returned properties and return all items to their appropriate inventory locations.

Update returned inventory in the IN Tradeshows online portal and document completion on show-return paperwork.

Confirm that setup instructions are included with each exhibit so it is complete and ready for its next shipment.

Pull promotional products, literature, and other materials for customer orders.

Assemble customer kits, folders, mailers, literature packages, and promotional-item bundles as required.

Consolidate promotional materials for distribution at tradeshows and events.

Maintain accurate inventory counts in the IN Tradeshows online portal.

Monitor inventory levels and report when customer materials are running low.

New Property Setup

When new customer properties arrive:

Unpack and assemble properties to verify that all components are present.

Inspect items and identify missing or damaged components.

Photograph properties for inventory documentation and the customer portal.

Dismantle and properly repack properties for storage.

Maintain copies of setup instructions for the master file.

Ensure properties are properly identified and ready for future customer orders.

Customer Website Portal & Inventory Management

Photograph products and properties in each customer's inventory.

Upload photographs and product information to the IN Tradeshows customer portal.

Maintain accurate online inventory counts.

Create inventory codes that correspond with each stored customer item.

Properly tag inventory with the item's photograph and identifying code.

Process incoming customer orders on a daily basis.

Maintain accurate and organized inventory records.

Tradeshow Travel

This position may occasionally require travel to tradeshows and events to assist with the installation, setup, dismantling, and packing of exhibit properties.

Schedule & Availability

The tradeshow industry frequently requires installations and dismantles during evenings and weekends.

Because customers may need assistance while onsite at a tradeshow, this position requires reasonable availability to check and respond to urgent customer communications by email, text, or phone outside normal business hours when necessary.

A computer and printer will be provided.

Qualifications & Skills

Successful candidates should have:

Strong attention to detail and accuracy.

Excellent organizational and time-management skills.

Ability to accurately sort, count, track, and inventory multiple items.

Ability to use basic hand tools.

Strong written and verbal communication skills.

Professional customer-service skills.

Basic computer proficiency.

Experience with Microsoft Excel and Word.

Experience with Google Docs.

Ability to communicate professionally through email.

Ability to learn inventory, shipping, and customer portal systems.

Ability to work independently as well as part of a team.

Ability to safely lift and move items weighing up to 50 lbs.

Willingness to travel occasionally and work outside standard business hours when tradeshow schedules require it.

What We're Looking For

We're looking for someone who is reliable, organized, hands-on, and accountable. This role is an important part of ensuring our customers' tradeshow materials arrive at the right place, at the right time, complete and ready for their event.

The Tradeshow Warehouse Coordinator should be comfortable taking ownership of customer inventory from the time it enters our warehouse through preparation, shipment, return, inspection, and storage.

IN Tradeshows & Events specializes in brand awareness and client support at tradeshows and corporate events. We bring brands to life through exhibits, branded apparel, promotional items, and print - doing whatever it takes to be the solution for our clients’ marketing objectives. Our expertise includes custom design and build of portable, inline, or island exhibits; event program management; logistics and warehousing; corporate event planning; and collateral/promotional products.