Event Coordinator

Pinnacle Sales Group is seeking a proactive Customer Service/Hospitality professional to manage all logistics for dealer training sessions, trade shows, annual sales meetings, and the company party. This role involves coordinating travel arrangements, marketing materials, on-site operations, and expense tracking, as well as maintaining the training showroom and supporting special projects. The position requires strong organizational skills and attention to detail to ensure successful events and training sessions.

Responsibilities

• Reporting and Calendar Management
• Regular and Ad Hoc Reports: prepare regular and Ad Hoc sales reports as requested
• Display Database: maintain the display database
• Maintain Company Training Calendar
• Showroom Maintenance & Training Day Logistics
• Physical Setup & Breakdown of the training showroom before and after each session
• Showroom Upkeep: inspect, clean, and maintain display items, kitchen appliances, and space consistently.
• Audio-Visual (AV) Management: test and verify that the projector, screen, and audio-visual components are fully functioning before the beginning of every training
• Training Meals: Coordinate grocery shopping and set up breakfast and lunch for training sessions.
• Dinner Coordination: Arrange and manage group dinner reservations for training attendees and guests.
• Event Setup: Prepare indoor and outdoor training spaces, including grilling areas and outdoor seating as needed.
• Expense Tracking: Record invoices, receipts, and vendor payments in the event budget spreadsheet.
• Travel Coordination & Reconciliation: Book and manage flight and hotel bookings and ground transportation, review travel arrangements, and reconcile travel expenses, including flights, hotels, ground transportation, and related costs for trainings, trade shows, annual meetings, and company events.
• Training Support (Dealer-Focused)
• Schedule Logistics: coordinate recurring training sessions held at corporate HQ or off-site manufacturing locations
• Attendee Tracking: manage invitations, RSVPs, registration tools, and travel communication
• Marketing Collateral: gather all necessary marketing materials (price books, swag, flyers, etc.) for on-site trainings
• Tradeshow Coordination
• Logistics & Shipping: coordinate the transport of trade show booths, product displays, literature, booth materials (extension cords, markers, etc.), and promotional items to exhibition halls
• Staff Coordination: manage the travel, hotel bookings, and booth duty rosters for employees attending trainings and trade shows
• Annual Sales Meeting & Company Party
• Annual Sales Meeting: coordinate meeting collateral with the Sales Ops team, book& manage travel logistics for employees, and coordinate dinners and catered meals
• Company Party: coordinate with marketing and the annual party committee to source venues, entertainment, and manage payments and contracts as needed
• Special Projects
• Provide administrative and operational support for special projects and initiatives as needed.

Requirements

• Financial & Administrative: high comfort level working with basic accounting tasks.
• Technical & AV Aptitude: capability to run basic troubleshooting on TVs, projectors, sound systems, and meeting/training tools
• Proactive Customer Service/Hospitality: strong customer-service mindset with a sharp eye for presentation, cleanliness, and food safety
• Minimum of 1-3 years’ experience in a similar position.
• Must be able to prioritize workload in an organized fashion.
• Detail-oriented, professional attitude, reliable.
• Ability to communicate effectively verbally and in writing.
• Ability to interact with customers, employees, and vendors professionally.
• Ability to work independently with emphasis on accuracy and timeliness.
• Proficiency in Microsoft Office, including Outlook, Teams, Dynamics 365, Excel, and Word.
• Proficiency in CRM management

Nice to have

• An associate’s degree is preferred but not required.