Qtrac · 3 hours ago
Tradeshow Coordinator
Lavi Industries, LLC, Valencia, CA, US
Full-time
Hybrid
Entry, Mid Level
$25/hr - $35/hr
2+ years expQtrac is seeking a Tradeshow Coordinator to manage the administrative and logistical coordination of their trade show program, supporting approximately 18 national trade shows annually. The role involves coordinating logistics, managing vendor relationships, and providing administrative support during trade shows.
Information Technology & Services
Responsibilities
Manage end-to-end coordination of 18+ national trade shows annually, including pre-show planning, execution support, and post-show follow-ups
Coordinate trade show logistics, including booth rentals, badge registration, hotel accommodations, shipping arrangements, and vendor services
Work with external vendors (show organizers, exhibit houses, labor contractors, etc.) to order and manage key trade show services and materials
Maintain detailed show timelines and proactively communicate deadlines to relevant team members to ensure all deliverables are met
Track and organize all show documentation, contracts, confirmations, and correspondence
Coordinate with Lavi's internal Shipping Department on booth materials, graphics, and product shipments
Monitor show schedules and flag potential conflicts or issues to the Demand Gen Specialist
Manage and organize Lavi’s internal supply of show products, tool kits, and other show-related items, ensuring they are ready to ship to the appropriate shows
Research and coordinate vendor quotes and service agreements for show services
Set up purchase orders and coordinate with the Demand Gen Specialist to execute approved spending via virtual meetings
Maintain vendor contact database and service provider relationships
Provide remote support for on-site team during trade shows, including tracking booth materials, communicating with shipping vendors, and receiving/cataloging show photos
Format and organize post-show Excel spreadsheets containing leads and attendee information for upload by the Demand Gen Specialist
Maintain organized shared drive/folder system for all show materials, timelines, and documentation
Create and maintain templates for standard show coordination processes
Qualification
Required
2+ years of experience in marketing coordination, event management, trade show logistics, or similar administrative roles
Demonstrated ability to manage multiple projects simultaneously with competing deadlines
Experience working with external vendors and service providers
Excellent written and verbal communication skills; comfortable leading vendor conversations and internal coordination
Strong Excel skills (formatting, organizing data, basic formulas)
Comfortable with Word, cloud-based file systems (Google Drive, Dropbox, etc.)
Proven track record of meeting deadlines and holding others accountable
Preferred
Experience with project management software (Jira or similar)
Direct experience working with exhibit houses and freight logistics companies
Background in B2B marketing or industrial/manufacturing trade shows
Familiarity with the trade show industry (exhibit houses, show services, etc.)
Experience in a part-time or consulting capacity managing multiple clients/projects
Company
Qtrac
Qtrac is an industry leading cloud-based virtual queue management system and appointment scheduling platform.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase