Trade Show Coordinator - Part Time

Job Summary

Melco International LLC, at its core, isꢀa B2B organization, focused on the development of hi-tech commercial embroidery machines and software. This core is supported by sales, marketing, operations, customer service, and administration. Our customers range from Fortune 500 apparel manufacturers to small independent businesses - we sell our machines to entrepreneurs, businesses, enterprises, and embroidery production facilities of all types, all over the world.

Melco’s headquarters is near Denver, Colorado with its sister company, OESD, housing the marketing department in Oklahoma City. This position will be onsite in the OESD office in Oklahoma City, where you will join a close-knit and professional Marketing Team with a great team atmosphere. We pride ourselves on teamwork, productivity, and new, creative ideas. Melco International has a proven record over a 50 year history of innovation, execution, and being a great place to work.

Melco International is seeking a detail-oriented Part-Time Tradeshow Coordinator to support the planning, coordination, and execution of tradeshows and events. This role focuses on logistical coordination, vendor communication, and ensuring seamless event operations. The ideal candidate will have a passion for event planning, excellent organizational skills, and the ability to thrive in a collaborative environment. Success in this role requires versatility to coordinate events of various sizes and the ability to resolve challenges under pressure.

Essential Functions

Event Strategy and Planning:

• Conceptualize and implement ideas for trade events to meet company goals and objectives.
• Collaborate with the marketing team, event organizers, and sponsors to define event strategy and requirements.
• Conduct research and provide recommendations for new tradeshow opportunities to align with business growth goals.
• Stay informed about industry trends and competitor presence at similar events.
• Develop strategies to enhance Melco’s visibility and impact at current events.

Event Logistics and Coordination:

• Plan and execute all logistics for tradeshows, including booth setup, layout planning, staffing schedules, material preparation, and vendor management.
• Pack, ship, and manage tradeshow materials, maintaining accurate inventory and ensuring timely delivery.
• Coordinate with internal and external stakeholders to ensure seamless event execution.
• Oversee event operations, ensuring smooth execution and addressing issues as they arise.

Marketing and Promotion:

• Collaborate with the marketing team on promotional efforts related to tradeshows, including digital campaigns and on-site branding.
• Liaise with the marketing team to enhance branding and visibility at tradeshows.

Budgeting and Vendor Relations:

• Manage budgets, track expenses, and report on cost-effectiveness for each event.
• Negotiate contracts with vendors, sponsors, and service providers to secure favorable terms.

Post-Event Activities:

• Ensure all post-event processes are completed, including lead follow-ups and performance reporting.
• Follow up with stakeholders and gather feedback for continuous improvement.

Competencies

• Bachelor’s degree in project management, marketing, communications, or a related field preferred.
• A minimum of 2 years of experience in tradeshow coordination, event planning, or a similar role.
• Exceptional organizational, project management, and time-management skills with strong attention to detail and the ability to manage multiple priorities effectively.
• Strong communication and interpersonal skills to work effectively with diverse teams.
• Marketing experience with proficiency with email marketing tools and social media platforms.
• Budget management experience with the ability to optimize resources.
• Ability to multitask, problem-solve under pressure, and meet deadlines in a fast-paced environment.
• Proficiency in MS Office (Excel, PowerPoint) and able to quickly learn new booking and event software.
• Flexibility to work weekends, holidays, and long hours as needed.
• Physical ability to lift and transport event materials.
• A positive, proactive attitude with a strong commitment to teamwork.

Expected Work Hours

This is a part-time position based on a 20-hour workweek, with flexibility on days and hours. Some remote work is available; however, in-office work out of Oklahoma office will be required during tradeshow packing and other event-related tasks. Occasional additional hours may be necessary based on event timelines or deadlines.

Travel

Occasional travel to trade shows. Travel includes driving and/or air travel and overnight stays away from home for up to a week at a time.

Other Duties

Please note that this job description is not designed to provide a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Part-time

Pay: $20.00 - $26.00 per hour

Expected hours: 20 per week

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Events management: 2 years (Preferred)
• Customer service: 1 year (Preferred)

Ability to Commute:

• Oklahoma City, OK 73114 (Required)

Work Location: In person

Salary : $20 - $26