Tradeshow Coordinator

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Part Time Lavi Industries, LLC, Valencia, CA, US

7 days ago Requisition

Salary Range: $25.00 To $35.00 Hourly

The Trade Show Coordinator manages the administrative and logistical coordination of Lavi Industries' trade show program, supporting approximately 18 national trade shows annually across our core verticals (Transportation, Retail, Stadiums & Venues, Hospitality, Manufacturing & Industry). This role works under the direction of the Demand Generation Marketing Specialist while maintaining some independent responsibility for day-to-day show logistics and vendor coordination.

• 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

• Highly Organized
  :
  Manages multiple concurrent shows with overlapping timelines and competing deadlines without dropping details
• Detail-Oriented
  :
  Catches small errors that could create big problems; maintains accurate records and documentation
• Proactive Communicator
  :
  Stays ahead of deadlines and keeps stakeholders informed; comfortable following up with vendors and colleagues to ensure deliverables are met
• Independent & Collaborative
  :
  Works autonomously on routine tasks while knowing when to escalate issues or seek guidance from the Demand Gen Specialist
• Calm Under Pressure
  :
  Handles last-minute changes and urgent requests with composure during high-pressure show periods
• Tech‑Savvy
  :
  Comfortable with project management software, spreadsheets, cloud-based file systems, and virtual coordination tools
• Service‑Oriented
  :
  Takes ownership of trade show logistics so the marketing team can focus on strategy and execution

• Relevant Experience
  : 2+ years of experience in marketing coordination, event management, trade show logistics, or similar administrative roles
• Project Coordination Skills
  :
  Demonstrated ability to manage multiple projects simultaneously with competing deadlines
• Vendor Management
  :
  Experience working with external vendors and service providers
• Communication
  :
  Excellent written and verbal communication skills; comfortable leading vendor conversations and internal coordination
• Technology Proficiency
  :
  • Strong Excel skills (formatting, organizing data, basic formulas)
  • Comfortable with Word, cloud‑based file systems (Google Drive, Dropbox, etc.)
• Deadline‑Driven
  :
  Proven track record of meeting deadlines and holding others accountable

• 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