Trade Show Coordinator

Job Description

Job Description

Fabrication Enterprises Inc. is a manufacturer and reseller of products for physical and occupational therapy, rehabilitation, athletic training, sports medicine, and home care. Since 1974, our company has been producing a significant stream of products for the marketplace, and we are now rapidly growing and expanding into the retail market. We are currently seeking a full-time, in-office Trade Show Coordinator to join our office in Elmsford, NY, just minutes from downtown White Plains.

Job Summary:

At Fabrication Enterprises Inc., the Trade Show Coordinator will oversee the planning and execution of our participation in government-focused trade shows, exhibitions, and sales meetings. This role requires exceptional organizational skills to manage all logistical aspects of these events. Responsibilities include collaborating with our government sales team and marketing team to place show orders, organizing and shipping materials, tracking shipments to ensure timely delivery, and handling the return of items to our warehouse. The ideal candidate should possess strong communication skills and be proactive in addressing questions or potential issues.

Major Responsibilities / Activities

• Planning trade show shipment deadlines based on when trade shows and meetings are scheduled

• Placing trade show shipment orders in a timely manner using our in-house ERP system

• Using our project management software to manage trade show shipment information and deadlines

• Preparing items required for shipments and working with the appropriate people to get these items (e.g. sell sheets, brochures, product samples)

• Monitoring the progress of multiple shipments at once using UPS or ExpoSolutions and tracking and notifying management of any potential issues with the shipment

• Coordinating with other vendors to provide them accurate logistic information and monitoring their shipments to our shows

• Working with our Returns department for when trade show/meeting shipments come back, items our department are responsible for are accounted for

• Coordinate with various departments (marketing, sales, product development) to align trade show objectives

• Working with members of our social media team to produce a social media campaign for each larger show

• Gathering information for our graphics team (when required) on what graphics are needed and what dimensions they should be

• Filing trade show information into appropriate folders

• For smaller trade shows/meetings, printing and gathering all required handouts/brochures and keeping track of all the product samples we have on hand

Skills / Qualifications

• Logistics: Experience in organizing and coordinating all logistical aspects of the trade show, including gathering booth materials and monitoring shipments

• Project Management: Ability to handle multiple tasks and deadlines, manage resources, and oversee all aspects of trade show planning and execution

• Attention to Detail: Ensuring that all elements of the trade show are meticulously planned and executed, from booth design to logistics.

• Interpersonal Communication: Ability to interact effectively with team members, vendors, trade show contractors and logistics companies.

• Problem-Solving: Ability to address and resolve any issues or unexpected challenges that arise during the trade show planning process

• Documentation: Proficiency in handling and filing booth contracts, invoices, and other paperwork associated with the trade show planning process

• Must have a background in logistics (trade show experience is a plus)

• Experience with project management software, like Asana

• Ability to learn an ERP system to place and monitor trade show orders

• Knowledge of Excel

• Excellent time management and organizational skills

• Strong communication skills

• Accuracy and attention to detail

• Bachelor’s degree is required