Event Coordinator
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Job Location:
Chicago, IL - USA
Monthly Salary:
Not Disclosed
Posted on:
20 hours ago
Vacancies:
1 Vacancy
Job Summary
About Payroc
Payroc is a global payments technology company helping businesses get paid grow faster and operate smarter. From powerful POS systems to seamless online and mobile payment solutions we equip merchants with the tools they need to succeed in todays fast-moving commerce landscape.
At Payroc our culture is built around people who lead with grit take ownership and are not afraid to be a boss when it comes to driving results. We believe the best solutions start when we listen first to our customers our partners and each other so we can deliver payment experiences that truly make a difference for the businesses we serve.
We are a team that moves quickly thinks entrepreneurially and celebrates big wins together. If you are energized by building relationships solving real business problems and creating opportunities for yourself and your clients Payroc is the kind of place where you can make an impact and grow your career.
Position Overview
The Event Coordinator plays a key role in supporting Payrocs trade show and event strategy by managing the logistics and operational execution of events from planning through completion. This position is primarily responsible for coordinating Payrocs presence at industry trade shows ensuring all booth logistics materials registrations and deadlines are handled efficiently and accurately.
In addition to trade show coordination the Event Coordinator will support a variety of corporate and internal events including client engagements internal meetings and hosted experiences. The role also oversees promotional merchandise (swag) inventory and fulfillment to ensure teams have the materials needed to support marketing and brand initiatives.
This is an ideal opportunity for a highly organized professional who thrives in a fast-paced environment and enjoys managing multiple moving pieces at once. The successful candidate will work cross-functionally with marketing sales and operations teams while coordinating with external vendors and event partners to ensure a seamless and professional event experience that strengthens Payrocs brand presence.
Occasional travel may be required to support the on-site execution of trade shows and events.
Duties and Responsibilities
- Trade Show Coordination (Primary Focus)
- Manage end-to-end logistics for all Payroc trade shows from planning through post-event wrap-up
- Coordinate exhibitor registrations booth space reservations and portal submissions
- Oversee booth logistics including furniture electrical internet and show services
- Manage shipping and material handling for booth assets swag and printed materials
- Coordinate production and tracking of collateral signage and branded assets
- Maintain and update internal tracking tools ( Concur master trade show tracker)
- Register internal attendees and ensure all credentials and requirements are fulfilled
- Develop and maintain internal event overview presentations (PowerPoint)
- Track deadlines deliverables and key milestones to ensure on-time execution
- Program Optimization & Reporting
- Identify opportunities to improve trade show processes organization and efficiency
- Support post-event reporting including attendance tracking insights and performance recaps
- Contribute ideas to enhance booth presence attendee engagement and overall event ROI
- Event Coordination
- Create and manage RSVP forms and guest lists (SurveyMonkey or similar tools)
- Draft and distribute event communications and invitations
- Coordinate catering menus and vendor logistics
- Support planning and execution of client events internal meetings and hosted experiences
- Assist with travel coordination for attendees including flight tracking and logistics
- Swag & Promotional Merchandise
- Track inventory levels and manage replenishment of promotional items
- Fulfill swag requests for internal teams partners and events
- Maintain and update the swag ordering platform
- Coordinate sourcing and distribution of partner gifts and internal recognition items
- Manage backend logistics including promo codes transactions and order troubleshooting
- Administrative & Operational Support
- Assist with expense reporting (Concur) related to events and trade shows
- Provide general administrative and logistical support to the Events team
Qualifications
- 13 years of experience in event coordination trade shows or marketing operations
- Strong organizational and project management skills
- Exceptional attention to detail and ability to manage multiple priorities
- Strong communication and vendor coordination skills
- Experience with tools such as SurveyMonkey PowerPoint and Concur is a plus
- Highly organized and process-driven
- Thrives in a fast-paced deadline-driven environment
- Strong problem-solving mindset
- Collaborative team-oriented attitude
- Comfortable owning logistics and operational execution
- Proficiency in Microsoft Office
Working Conditions
- Frequent interaction with team members management agents Business Development Managers (BDMs) and external partners to facilitate smooth operations and collaborations.
- Desk-based work with prolonged periods using a computer and sitting for extended periods.
Travel Component
- 25%; as required
Job Classification
- Exempt
Equality
At Payroc we are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs job requirements and individuals qualifications without regard to race color religion national social or ethnic origin sex age physical mental or sensory disability sexual orientation or any other status protected by the laws regulation in the location we operate. Payroc does not tolerate discrimination or harassment based on any of these characteristics.
Payroc is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodation contact Human Resources Department at
Compensation and Benefits
Our compensation reflects the cost of labor across several U.S. geographic markets. Actual compensation may vary based on a number of factors including location job-related knowledge skills and experience. Depending on the position offered additional forms of compensation such as bonuses incentives or equity may also be included as part of the total compensation package. We offer a comprehensive range of benefits to support your overall well-being both personally and professionally. These may include medical coverage financial benefits and wellness support tailored to your needs.
Candidate Privacy Notice
We are committed to protecting the privacy and security of personal information provided to us during the recruitment and hiring process. Our Candidate Privacy Notice explains how we collect use store and protect your personal data when you apply for a role with us. This notice applies to all job applicants and candidates including those located in the European Economic Area (EEA) the United Kingdom Canada and other applicable jurisdictions. You can find our Candidate Privacy Notice on our Careers Page under FAQs.
Note to Agencies
Payroc does not accept resume submissions from agencies outside of existing agreements. Please do not send unsolicited resumes to Payroc HR or to Payroc employees. Payroc is not responsible for any fees associated with unsolicited resume submissions.
Required Experience:
IC
