Marketing & Sales Coordinator

Position Summary

The Marketing & Sales Coordinator is responsible for the end-to-end planning, coordination, execution, and follow-up of all company trade shows, exhibitions, and field marketing activities. This role ensures successful delivery of events from initial registration through onsite execution, logistics coordination, marketing campaigns, lead management, and post-event reporting.

As an in-office, front desk position, this role serves as a the first point of contact for visitors, vendors, and incoming communications while supporting daily office operations. It serves as a cross-functional hub between Marketing, Sales, and Logistics, ensuring all event-related activities are executed on time, on budget, and aligned with brand, marketing, and revenue objectives.

Key Responsibilities

1. Trade Show & Event Management

• Manage full lifecycle of trade show participation (planning through post-event reporting)

• Register company for exhibitions and manage exhibitor portals

• Secure booth space and coordinate booth selection strategy

• Manage exhibitor deadlines, contracts, and payments

• Coordinate stand builders and exhibit production vendors

• Review and approve booth layouts, graphics, and structural design elements

• Ensure all required exhibitor submissions are completed on time (forms, insurance, listings, and compliance documents)

2. Booth Design & Vendor Coordination

• Coordinate booth requirements with exhibit builders and vendors

• Ensure brand consistency across all visual assets and messaging

• Manage production timelines for graphics and booth materials

• Coordinate all event services including electrical, internet, furniture, etc.

• Track vendor deadlines and deliverables to ensure readiness for show deadlines

3. Logistics & Crate Management

• Communicate all move-in and move-out schedules to internal logistics teams

• Coordinate freight shipping timelines (advance warehouse vs direct-to-event site)

• Build and maintain detailed crate inventory lists per event

• Order and manage all booth supplies, marketing materials, and shipments

• Research and source trade show giveaways and promotional items

• Ensure giveaways align with branding, budget, and audience relevance

• Organize, label, and prepare crates for logistics handling and transport

• Provide complete packing manifests and shipment documentation to logistics team

4. Marketing, Communications & Sales Support

• Manage event-related marketing campaigns across digital channels

• Publish LinkedIn announcements for event participation, booth details, and promotional codes

• Create and publish technical LinkedIn content highlighting products, applications, and industry insights

• Coordinate email campaigns to customers and prospects promoting event attendance and booth meetings

• Maintain a content calendar aligned with event timelines and sales initiatives

Sales Presentation Support:

• Assist the sales team with preparation of customer and prospect presentations

• Support updates to sales materials to ensure brand consistency and technical accuracy

• Incorporate event insights and customer feedback into sales presentations

• Ensure sales teams have updated marketing assets for customer-facing engagements

5. Customer Testimonials & Social Proof

• Identify and coordinate customer testimonials from events and sales interactions

• Collect written, video, or social media-based testimonials

• Obtain approvals for marketing and sales use

• Maintain a centralized library of approved testimonials

• Support use of testimonials across marketing, sales, website, and event materials

6. Lead Capture & CRM Management

• Manage events lead retrieval systems and ensure proper usage by booth staff

• Consolidate and clean all lead data post-event

• Upload all events leads into the company CRM system (mandatory responsibility)

• Ensure accuracy, completeness, and proper formatting of all CRM entries

• Organize and tag leads for sales follow-up prioritization

• Segment leads (hot, warm, existing customer, prospect, etc.)

• Coordinate post-event follow-up communications

• Track lead distribution and confirm sales follow-up completion

7. Onsite Event Execution & Travel

• Travel to events as required (approximately 2–4x per year / some international)

• Assist with booth setup, installation, and dismantle activities

• Support onsite logistics, vendors, and service providers

• Ensure booth readiness prior to event opening

• Act as onsite company representative to support customer engagement

• Host and engage customers and prospects at the booth

• Troubleshoot onsite operational issues as needed

8. Post-Event Reporting & Analysis

• Compile post-event performance reports

• Provide insights and recommendations for future events

• Support continuous improvement of event strategy and execution

Required Qualifications

• 2+ years of experience in marketing, events, trade shows, logistics coordination, or project management

• Strong organizational and multitasking skills with high attention to detail

• Experience coordinating vendors, deadlines, and operational workflows

• Strong written communication skills for marketing and customer-facing content

• Familiarity with CRM systems and basic marketing tools

• Ability to manage both strategic coordination and hands-on execution

• Willingness to travel for events and onsite support

This role is non-exempt and eligible for overtime.