The Conventions Specialist II is responsible for coordinating the creation of events and managing each step throughout the complete process - including shipment/return of event items, follow-up on unreturned items, cleanup of consumed items, and SAP creation/maintenance for event tracking. This part-time role covers hours reduced by an employee\s transition from full-time to part-time, working alongside a team of two full-time and one part-time employee. Requires daily interaction with Marketing, Sales, and Logistics teams, plus internal customer consultation. Reports to the manager overseeing Conventions and Rentals teams. 100% onsite. Schedule: Monday-Friday, 8:30 AM-12:30 PM. Interview: single virtual meeting with hiring manager only.
.
- Manage process once original event request is processed and ICS approved; confirm inventory availability and communicate confirmations to event owner
- Own overall order management within the department
- Manage inventory planning for each event, targeting 90%+ first-pass fill rate
- Serve as mentor to Convention Coordinator I team members
- Create and track all events per SOP
- Periodically update available inventory master file
- Process and coordinate incoming requests for Convention shipments from Auburn warehouse or field locations
- Apply enhanced product knowledge to consult on requests and suggest appropriate options/alternatives
- Work with Marketing and Sales to manage product requests for conventions, lab events, and meetings
- Collaborate with warehouse team to coordinate shipments and maintain inventory levels
- Make product purchases to backfill lost/damaged inventory
- Process daily, weekly, or monthly reports as requested
- Ensure timely problem resolution and follow-up per service level agreements
- Stay current on promotions, procedures, policies, product updates, and system changes
- Maintain compliance with Federal/State regulations, KARL STORZ policies, and Grant Committee processes
- Flag requests requiring further compliance review
- Recommend process improvements for conventions processes
- Run and maintain weekly/monthly reports
- Provide backup support within the department as needed
.
- Experience coordinating multiple tasks in a fast-paced environment
- Experience working with cross-functional teams (Marketing, Sales, Logistics, Warehouse, etc.)
- Ideal backgrounds: Convention/Event Coordinator, Customer Service Representative, Order Management/Order Processing Specialist, Administrative Coordinator with event/logistics experience, Inside Sales Support or Operations Coordinator
.
- Order processing, inventory coordination, scheduling, and event logistics management
- Excellent verbal and written communication
- Strong organizational, time management, and multitasking skills
- High attention to detail
- Microsoft Outlook, Teams, and Office proficiency
- SAP experience - preferred (training provided)
- Knowledge of medical terminology - preferred (training provided)
- Familiarity with KARL STORZ products - preferred (training provided)