Conventions Coordinator II - Contingent

Job Description

Job Description

Summary

The Conventions Specialist II position is responsible to coordinate the creation of an event and each step throughout the complete process. This includes the shipment and return of each event, follow up for unreturned items, as well as cleanup of all items that may have been consumed during an event. It also includes the SAP creation and maintenance of the information that allows the event to be tracked throughout the systematic process steps. Daily interactions with the Marketing, Sales, and Logistics teams, as well as the administrative support associated with these teams is necessary to perform this job. Coordination with all Conventions team associates is necessary to be successful in this role. This role is required to be able to consult with our internal Customers to provide the guidance needed.

Position is responsible to manage process once the original event request has been processed and the ICS 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.

Compliance Requirements- Candidate must be knowledgeable and adhere to the requirements of Federal & State Regulations, KARL STORZ Policies and Grant Committee processes, while maintaining Service Levels on communication.

Must be a strong Compliance advocate to flag any requests requiring further review.

Recommends process improvements to ensure efficiency in all conventions processes.

Run and maintain weekly and monthly reports.

Provide back up support where needed within the department.

Must be punctual, able to sustain attendance guidelines, and work hours as assigned.

Position also requires sitting for long periods of time.

Ability to sit at a computer for most of the workday.

Ability to use the phone for prolonged periods throughout the day.

Must be able to work remotely and have an adequate space in the home to work comfortably.

The position requires excellent organizational skills to maintain prioritization of responsibilities and workload.

Requires the ability to multi-task as orders and calls may need to be taken simultaneously.

Recognition that the function we are providing has a direct impact on the brand and image that KARL STORZ presents.

Incumbent must pay attention to details in order to provide accurate information and available options to account executives.

Degree Requirements:

A minimum education level of a High School Diploma, with an advanced degree preferred

• Conventions Coordinator
• Customer service