Conventions Coordinator II - Contingent

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.

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• 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

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• 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

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• 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)