Tradeshow & Events Operations Coordinator

Job Description

Job Description

Job Title :  Tradeshow & Events Operations Coordinator

Location : Hoboken, NJ

Division: Management

Department: Marketing

About Us: 

Quantum Computing Inc. (QCi) (Nasdaq: QUBT) is an innovative, integrated photonics company that provides accessible and affordable quantum machines to the world today. QCi products are designed to operate at room temperature and low power at an affordable cost. The Company’s portfolio of core technology and products offer unique capabilities in the areas of high-performance computing, artificial intelligence, cyber security as well as remote sensing applications.

Scope of the Job:

QCi is seeking a highly organized, resourceful, and hands-on Tradeshow & Events Operations Coordinator to help plan and execute the company’s tradeshows, conferences, exhibitions, customer events, and industry engagements.

This highly visible, travel-intensive position supports the full event lifecycle, including pre-event planning, exhibitor logistics, vendor coordination, shipping, booth setup, on-site operations, teardown, return shipping, and post-event reporting. The Coordinator will work closely with the Tradeshow & Events Specialist and partner with Marketing, Sales, Business Development, Engineering, and executive leadership to deliver professional, engaging, and well-organized event experiences.

The ideal candidate enjoys live-event environments, takes initiative, stays composed when plans change, and is comfortable jumping in wherever needed. This position is well suited for someone who combines strong project coordination skills with a practical, hands-on approach to event execution.

What You’ll Do

Tradeshow and Event Operations

• Support the planning and execution of tradeshows, conferences, exhibitions, customer events, and other industry engagements.
• Travel to event locations to provide hands-on support before, during, and after each event.
• Assist with booth setup and teardown, including displays, graphics, signage, furniture, technology, literature, and promotional materials.
• Confirm that event materials, equipment, technology, and services are delivered, organized, tested, and ready before an event opens.
• Maintain a clean, organized, fully stocked, and professional booth environment throughout each event.
• Manage packing, labeling, return shipping, and the safe storage of event materials following each event.
• Troubleshoot shipping, vendor, technology, and operational issues in real time.

Event Planning and Logistics

• Maintain event timelines, project plans, checklists, staffing schedules, registrations, exhibitor requirements, sponsorship deliverables, and key deadlines.
• Coordinate event services such as freight, drayage, electrical, internet, AV, furniture, catering, labor, and booth support.
• Assist with hotel and travel logistics for participating employees and executives, as needed.
• Prepare signage, marketing collateral, literature, promotional items, giveaways, and event supplies.
• Create and maintain packing lists, standardized event kits, run-of-show documents, and other event-planning materials.
• Participate in pre-event planning meetings, on-site briefings, and post-event debriefs.

Vendor and Partner Coordination

• Communicate with event organizers, venues, general contractors, freight and drayage providers, AV partners, printers, booth vendors, and promotional-item suppliers.
• Obtain and organize vendor quotes, orders, invoices, deadlines, and deliverables.
• Monitor vendor activities before and during events to ensure requirements are completed accurately and on schedule.
• Escalate potential risks and help resolve logistical or operational issues quickly and professionally.

On-Site Event Support

• Provide on-site support to Sales, Business Development, executives, engineers, customers, and partners.
• Coordinate booth coverage, staffing schedules, customer meetings, product demonstrations, presentations, receptions, and related activities.
• Welcome attendees and help create an engaging and professional QCi experience.
• Support lead capture and ensure attendee information is accurately recorded and routed for timely follow-up.
• Monitor booth traffic, inventory, supplies, technology, and overall presentation.
• Respond professionally to last-minute requests, shifting priorities, and changing event requirements.

Event Inventory and Asset Management

• Maintain accurate inventory of booth properties, displays, signage, literature, promotional items, technology, and event supplies.
• Coordinate replenishment, printing, and distribution of event materials.
• Ensure event assets are packed, labeled, stored, and prepared for future use.
• Identify missing, damaged, outdated, or low-stock materials and coordinate appropriate follow-up.

Cross-Functional Collaboration and Reporting

• Partner with Marketing, Sales, Business Development, Engineering, and other teams to support event objectives.
• Assist with event-specific communications, collateral, presentations, and other marketing materials.
• Capture event photos and approved content for marketing purposes.
• Support tracking and reporting of event KPIs, including attendance, leads, meetings, engagement, opportunities, and expenses.
• Assist with post-event reporting, follow-up activities, ROI analysis, and recommendations to improve future events and attendee experiences.

What We’re Looking For

• One to three years of experience in tradeshow coordination, event operations, experiential marketing, corporate events, hospitality, marketing operations, or a related field.
• Experience supporting live events, conferences, exhibitions, corporate events, or tradeshows.
• Strong organizational, project coordination, and time-management skills.
• Exceptional attention to detail and the ability to manage several events, priorities, and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to work effectively with event organizers, vendors, contractors, executives, and cross-functional teams.
• Resourceful and adaptable problem-solving skills, especially in fast-paced live-event environments.
• Ability to work independently while traveling and represent QCi professionally.
• Proficiency with Microsoft Office, Google Workspace, or comparable productivity tools.
• Experience with event management, project management, CRM, lead retrieval, inventory, or shipping platforms is helpful but not required.

Travel and Schedule Requirements

• Willingness and ability to travel approximately 50% or more, including frequent domestic and occasional international travel.
• Availability for early mornings, evenings, weekends, extended event days, and occasional holidays based on event schedules.
• Ability to arrive at event locations several days in advance when required for setup, rehearsals, meetings, or other pre-event activities.
• Ability to remain on-site through event completion and assist with teardown, packing, and return shipping.
• Flexibility to adapt to shipping delays, vendor schedule changes, event requirements, and unforeseen circumstances.

Physical Requirements

Ability to lift, carry, move, unpack, pack, and organize event materials and equipment required for booth setup, event operations, and teardown.

Quantum Computing Inc. (QCi) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Incumbent(s) in this position may be required to perform other duties and special assignments not specifically stated above. Statements outlined in this section are designated as essential job functions in accordance with the Americans with Disabilities Act of 1990.