Back Office Administrator - Tradeshow & Events Coordinator

Position Overview

We are seeking a detail-oriented, proactive Back Office Administrator to manage all aspects of our trade show and sales event operations. This role is critical to ensuring seamless coordination of our presence at industry events, from initial planning through post-event follow-up.

Key Responsibilitie

s
Tradeshow & Event Manageme

• ntResearch, evaluate, and recommend tradeshows and sales events that align with company objectiv
• esCoordinate all logistics for tradeshow participation, including booth reservations, setup, and breakdo
• wnManage tradeshow calendar and maintain detailed event timelin
• esCoordinate shipping of materials, displays, and promotional items to event locatio
• nsServe as primary liaison with event organizers and venue contac

ts
Vendor Management & Outre

• achIdentify, vet, and establish relationships with vendors, including booth designers, freight companies, promotional product suppliers, and service contract
• orsNegotiate contracts and pricing with vendors to optimize budget efficie
• ncyManage vendor communications, deliverables, and payment schedu
• lesMaintain vendor database and performance reco

rds
Travel & Accommodation Coordina

• tionArrange all travel logistics for sales team and executives attending events (flights, hotels, ground transportat
• ion)Coordinate travel itineraries that maximize efficiency and minimize c
• ostsHandle last-minute travel changes and troubleshoot travel-related is
• suesProcess travel expense reports and reconcile event-related expe

nses
Scheduling & Calendar Manag

• ementMaintain master calendar of all tradeshows, conferences, and sales e
• ventsSchedule and coordinate team meetings for pre-event planning and post-event deb
• riefsCoordinate availability of sales staff, product specialists, and executives for event cov
• erageManage appointment scheduling for VIP meetings and client entertainment at e

vents
Administrative S

• upportPrepare event budgets and track expenses against proje
• ctionsCreate and maintain event documentation, checklists, and standard operating proc
• eduresOrder promotional materials, literature, and giveaways in advance of
• eventsCoordinate pre-event staff training and bri
• efingsCompile post-event reports and ROI an

alysis
Required Qualifi

cations
Experience &

• ; Skills2-4 years of administrative experience, preferably with event coordination or tradeshow ma
• nagementProven experience managing multiple projects simultaneously with competing d
• eadlinesStrong vendor management and negotiatio
• n skillsExcellent organizational skills with exceptional attention t
• o detailExperience with travel booking platforms and expense management

systems
Technical Pr

• oficiencyAdvanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint,
• Outlook)Experience with project management or event management
• softwareComfortable learning new technology platforms an
• d systemsAbility to create and maintain detailed spreadsheets and

databases
Personal Attributes & S

• oft SkillsExceptional Communication Skills: Outstanding written and verbal communication with the ability to build rapport quickly with vendors, clients, and te
• am membersRelationship Builder: Natural ability to establish and maintain positive, professional relationships with diverse st
• akeholdersActive Listener: Attentive to details in conversations and able to anticipate needs before they're
• expressedDiplomatic & Tactful: Skilled at navigating challenging conversations and resolving conflicts prof
• essionallyCollaborative Team Player: Works well cross-functionally and maintains positive working rel
• ationshipsService-Oriented Mindset: Approaches all interactions with a helpful, can-d
• o attitudeProfessional Phone & Email Etiquette: Polished communication style that reflects well on the or
• ganizationCultural Sensitivity: Ability to work effectively with international vendors an
• d partnersProactive Problem-Solver: Anticipates issues and addresses them before the
• y escalatePatience & Composure: Remains calm and professional under pressure or when dealing with difficult
• situationsSelf-Starter: Works independently with minimal supervision while knowing when to ask fo
• r guidanceFlexible & Adaptable: Adjusts quickly to changing priorities and last-minut
• e requestsDetail-Oriented with Follow-Through: Ensures nothing falls through the cracks and commitmen

ts are met
Preferred Qua

• lificationsPrevious experience in tradeshow or event planni
• ng industryFamiliarity with exhibition services companies and logistic
• s providersBackground in sales or marketing
• environmentExperience with CRM systems (Salesforce, HubSpot, or similar

platforms)
Workin

• g ConditionsFull-time position based in Davao City or Manila,
• PhilippinesIn-office position - daily presence at the off
• ice requiredNo travel required - all coordination handled remotely from off
• ice locationStandard PST business hours with occasional flexibility needed during major e
• vent periodsSome extended hours may be required during peak event seasons to accommodate internationa