Marketing Coordinator

The Marketing Event Coordinator is a dynamic, results-driven professional responsible for the end-to-end planning, coordination, and execution of a diverse portfolio of events. This role manages large-scale marketing activation events and conferences alongside intimate, customer-specific events and executive engagements. The ideal candidate thrives in a fast-paced environment, excels at cross-functional collaboration, and brings a strong blend of project management discipline, creative marketing instinct, and meticulous attention to detail.

This position serves as the central hub connecting Marketing, Sales, Rental, and aftermarket teams to ensure every event delivers measurable business impact and an exceptional customer experience.

The Marketing Event Coordinator is highly visible position and plays a critical role in our GTM success, providing support to teams across our construction, mining and power industries.

Duties and Responsibilities

• Event Strategy & Planning
• Lead end-to-end planning and execution for 15-30+ events annually, including large market activation and customer events, conferences, and bespoke customer events.
• Develop event strategies and playbooks aligned with marketing campaign goals, demand generation targets, and brand standards.
• Manage event calendars, milestones, and critical path timelines across multiple simultaneous events.
• Evaluate and recommend new event opportunities, sponsorship packages, and community engagements to grow pipeline and brand visibility.
• Cross-Functional Coordination
• Serve as the primary liaison between Marketing, Sales, Rental, aftermarket Parts and Service, Finance, Legal, and Executive teams for all event-related initiatives.
• Facilitate pre-event kick-off meetings, status updates, and post-event retrospectives with all stakeholders.
• Coordinate asset preparation, content alignment, and presentation review with internal subject matter experts.
• Partner with Sales to ensure customer and prospect invitations, pre-event outreach, and on-site engagement plans drive pipeline and retention goals.
• Ensure effective lead capture system adoption and training
• Logistics & Vendor Management
• Negotiate and manage contracts with venues, AV companies, caterers, exhibit houses, and other event vendors.
• Oversee booth design, build, and logistics for trade shows, including shipping, drayage, setup, and teardown coordination.
• Source, procure, and manage marketing assets including branded merchandise, signage, promotional materials, and premium giveaways.
• Manage on-site event operations, vendor relationships, and real-time problem resolution to ensure flawless execution.
• Marketing Asset Procurement & Brand Management
• Oversee procurement of all event-related marketing collateral, ensuring alignment with brand guidelines and quality standards.
• Collaborate with creative and Brand teams to develop event-specific graphics, signage, digital assets, and promotional content.
• Manage swag and merchandise programs, including vendor selection, inventory management, and fulfillment logistics.
• Maintain organized asset libraries and procurement records for auditing and future planning purposes.
• Budget & Financial Management
• Build, manage, and reconcile event budgets
• Track expenses against budget in real time, identify variances, and provide proactive reporting to leadership.
• Process purchase orders, invoices, and expense reports in compliance with company procurement policies. Identify cost-saving opportunities through strategic vendor negotiations
• Event Marketing & Promotion
• Coordinate pre-event marketing campaigns including email invitations, social media promotions, landing pages, and paid media.
• Coordinate registration management, attendee communications, and post-event follow-up sequences.
• Create event briefing documents, run-of-show agendas, and on-site staff guides.
• Manage event technology platforms including registration tools, event apps, and lead capture systems.
• Measurement & Reporting
• Define key performance indicators (KPIs) for each event aligned to marketing and business objectives.
• Track, analyze, and report on event performance metrics including attendance, lead generation, pipeline influence, ROI, and attendee satisfaction.
• Provide post-event debrief reports with actionable insights and recommendations for continuous improvement.
• Other duties as assigned.

Qualifications

Education:

• Bachelor's degree in Marketing, Communications, Business Administration, Event Management, or related field
• Experience
• 4-6+ years of progressive experience in event management, marketing, or a closely related field
• Proven track record with customer-facing events and executive-level engagement
• Skills and competencies
• Cross-functional collaboration and stakeholder management
• Exceptional project management and organizational skills
• Excellent verbal, written, and presentation communication
• Ability to manage multiple projects under tight deadlines
• Creative problem-solving and adaptability in dynamic environments
• Strong vendor negotiation and management abilities
• Marketing asset sourcing and procurement
• Data-driven mindset with strong analytical skills
• Budget development, tracking, and reconciliation
• Technical and Tools
• Event management platforms (Cvent, Bizzabo, Splash, or similar)
• CRM and marketing automation (MS Dynamics, Salesforce HubSpot, Marketo)
• Project management tools (Asana, Monday.com, Smartsheet, or MS Project)
• Microsoft Office Suite (Excel, PowerPoint, Word, Teams)
• Adobe Creative Suite (basic proficiency) or familiarity with creative briefs
• Lead capture and event analytics platforms

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c).