Trade Show Logistics Manager

Job description

Position Summary The Trade Show Logistics Manager is responsible for the planning, coordination, and execution of logistics supporting the company’s trade shows, conferences, client gifting, and related events. This role oversees shipping, inventory, vendor coordination, purchasing, expense tracking, and event data management to ensure materials arrive accurately, on time, and within budget. Working closely with the Events & Conference team, this position also develops and maintains event budgets, reporting tools, performance dashboards, and scalable processes that improve operational efficiency and support data-driven decision-making. The ideal candidate is highly organized, analytically minded, detail-oriented, and comfortable managing multiple events, shipments, vendors, and deadlines simultaneously. Key Responsibilities Logistics Coordinate the dispatch and delivery of goods with third-party carriers. Plan and monitor inbound and outbound shipments. Optimize routing and dispatch processes to minimize transportation costs. Negotiate and secure competitive transportation rates. Coordinate with vendors, suppliers, transportation companies, and venue warehouse teams. Plan and manage inventory control, including maintaining accurate stock records and overseeing inventory audits. Purchase inventory and supplies by comparing quotes and ensuring timely, cost-effective delivery aligned with trade show deadlines. Track, troubleshoot, and resolve shipping errors or delivery issues. Maintain communication with venue warehouse staff to prevent delays and misunderstandings. Collaborate daily with internal teams on order management, fulfillment, and troubleshooting. Coordinate the packing and shipping of client gifts, handwriting notes, ensuring timely delivery and maintaining a detailed report of all outgoing items and associated costs. Prepare and maintain detailed logistics documentation, tracking reports, and performance records. Evaluate existing logistics procedures and recommend improvements to increase efficiency and reduce costs. Trade Show Management Create quarterly trade show and event reports that track performance, including units, leads, demos, revenue, and return on investment. Coordinate with the Events & Conference Senior Manager to: Build, manage, and maintain detailed annual, quarterly, and event-specific budgets. Track estimates, commitments, actual expenses, and budget variances for all trade shows and events. Reconcile event expenses and provide accurate budget updates and forecasts. Organize a minimum of 25 trade shows per year, with attendance at designated events as needed. Analyze current-year event data to inform planning and budgeting for the following year. Present findings, budget performance, and strategic recommendations to leadership to support decision-making. Demonstrate advanced proficiency in Google Sheets, including creating and maintaining complex spreadsheets, formulas, pivot tables, lookup functions, data validation, dashboards, and reporting tools. Develop scalable Google Sheets templates for event budgets, expense tracking, forecasting, inventory management and logistics. Audit and reconcile data across Google Sheets, accounting records, travel platforms, and internal reporting systems to ensure accuracy and consistency. Establish and maintain a consistent naming structure for events and conferences to create trackable KPIs and measure year-over-year performance within Snowflake, HubSpot and Astrato. Enter and maintain event data, including: Consistent conference and event names Event start and end dates Estimated costs Actual costs Event Type Audience Ensure all required third-party vendor documentation is on file for non-credit-card payments. Assist with communication and coordination among vendors, exhibitors, venues, and event partners. Submit detailed and accurate descriptions of all conference expenses to Accounting. Actively participate in team and cross-functional meetings relevant to the role. Maintain a strong working knowledge of departmental and company software, including updates that may affect team processes and workflows. Platforms include, but are not limited to: Google Sheets Jira Navan Rippling Snowflake Astrato ShipStation or other shipping platform HubSpot Support additional projects and responsibilities as assigned. Qualifications Required Bachelor’s degree in event management, logistics, supply chain management, business administration, hospitality, or a related field, or an equivalent combination of education and relevant professional experience. Three or more years of experience in trade show operations, event logistics, shipping, inventory management, supply chain coordination, or a related role. Advanced proficiency in Google Sheets, including complex formulas, pivot tables, lookup functions, data validation, dashboards, data reconciliation, and reporting tools. Demonstrated experience building, maintaining, and reconciling detailed budgets and expense reports. Experience coordinating multiple events, shipments, vendors, and deadlines simultaneously. Strong analytical skills with the ability to interpret event data, identify trends, and develop actionable recommendations. Exceptional attention to detail and a demonstrated commitment to data accuracy and documentation. Strong organizational, project-management, and time-management skills. Effective written and verbal communication skills, including the ability to collaborate with vendors, venues, carriers, internal teams, and leadership. Strong problem-solving and decision-making skills, particularly when addressing time-sensitive shipping or event-related issues. Ability to negotiate vendor pricing, transportation rates, purchasing terms, and service agreements. Ability to work independently, take ownership of assigned responsibilities, and adapt to changing priorities. Willingness and ability to travel as required and work occasional evenings or weekends in support of conferences and events. Preferred Experience managing logistics for a high volume of annual trade shows or events. Experience with Jira, Navan, Rippling, Snowflake, Astrato, ShipStation, HubSpot, or comparable business platforms. Experience developing dashboards, KPIs, and year-over-year event performance reporting. Familiarity with trade show freight procedures, advance warehouses, material-handling requirements, venue shipping policies, and exhibitor services. Experience working with Accounting or Finance teams to reconcile expenses, manage vendor documentation, and support non-credit-card payments. Knowledge of applicable transportation, shipping, and inventory-control regulations and best practices. Essential Functions Manage inbound and outbound logistics for trade shows, conferences, client gifts, and departmental inventory. Coordinate shipments with carriers, vendors, venues, exhibitors, warehouse teams, and internal stakeholders to ensure accurate and timely delivery. Monitor shipments from dispatch through final delivery and proactively resolve delays, errors, damages, or other fulfillment issues. Maintain accurate inventory records and oversee the purchasing, storage, packing, shipping, and reconciliation of event materials and supplies. Build and maintain annual, quarterly, and event-specific budgets in partnership with the Events & Conference Manager. Track estimates, committed expenses, actual costs, forecasts, and budget variances for all assigned events. Organize and support a minimum of 30 trade shows and events annually, including attendance at designated events as required. Create and maintain advanced Google Sheets tools for budgeting, forecasting, reporting, inventory management, and logistics tracking. Audit and reconcile event and expense data across internal systems to ensure accuracy, consistency, and completeness. Maintain standardized event data and naming conventions to support KPI measurement, reporting, and year-over-year analysis. Prepare quarterly performance reports that evaluate event costs, leads, demos, units, revenue, and return on investment. Present budget performance, event results, operational findings, and recommendations to departmental and company leadership. Maintain complete and accurate vendor, payment, shipping, and expense documentation. Identify and implement process improvements that increase efficiency, strengthen reporting, and reduce transportation or operational costs. Work effectively under multiple deadlines while managing changing priorities and resolving time-sensitive issues. Travel to designated conferences and events as required, including occasional evening and weekend work. Safely handle, pack, organize, and transport trade show materials, with or without reasonable accommodation. Perform additional duties and responsibilities consistent with the position as assigned. About PetScreening Our Vision: PetScreening strives to be the global leader for pet screening and animal validation. We want to make the world more pet inclusive no matter where you live, work, play, or stay. Our Mission: PetScreening advocates responsible pet ownership and helps validate legitimate assistance animal accommodation requests. What We Do: PetScreening™ is the fastest growing pet-property tech SaaS company. We help property managers and housing providers manage residents' pets and assistance animals (service animals/emotional support animals/companion animals/etc.). Our proprietary screening platform adds an additional layer of liability protection by having a standardized process when dealing with household pets and assistance animals. Our Culture: PetScreening has a pet-friendly office located in the heart of the Merino Mill in Mooresville, NC (Lake Norman area). Our large office provides space for independent, team, and large group collaboration within several different types of work spaces. Our casual office environment encourages our employees to bring their pets to work. We offer a hybrid schedule, which includes select optional remote work days allowing our employees to work hard while having fun. Benefits Offered: Medical/Dental/Vision/HSA benefits offered after 30 days of employment. Company sponsored Life Insurance and Short Term Disability. Optional Life Insurance and Long Term Disability Plans. 401(k) with 3% match regardless of employee contribution. Quarterly open enrollment. Paid time off accrual beginning first day of employment Paid holidays Optional remote work days Paid Family/Military/Bereavement leave Pet friendly office Equal Opportunity Employer PetScreening is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Become a member of the PACK!