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Freight Coordinator - HARGROVE

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Job ID FREIG009874 Date posted 11/30/2021 Location Lanham , Maryland Position Type Part Time

Position Overview

The Freight Services Coordinator (FSC) provides event-related administrative and functional support to the entire Event Production Exhibitor Services Department and Freight Operations.  This position will plan all freight related operations including the entry and processing of all freight and freight billing, execution of pre-show duties, preparation of onsite requirements and follow through on post show billing and exhibitor inquiries.  The FSC will also serve as a key participant in the Event Production Exhibitor Services department and will serve as Freight Services Coordinator as required as part of a team or individually.

For individuals to be successful in this role, they must have exceptional attention to detail, be able to work in a team environment and serve as an integral part of cross-functional show teams, the ability to analyze large volumes of information, the ability to handle tight timelines and stressful situation, and show self-initiative and leadership to ensure project success. This person will execute exceptional customer service skills and exceed customer expectations.

 

Key Job Responsibilities

  • Serve active role on show teams
    • Perform freight related pre-show set up duties as noted per Exhibitor Services - Deadline Management processes
    • Manage the entry, processing and billing of freight pre-show through post-show in Boomer to include auditing and post show follow up
    • Assist Logistics Sales with all entry, paperwork, processing and billing
    • Manage freight related information flow cross departmentally
    • Coordinate with EM/EC on freight related specifics as they relate to each event
    • Serve as FSC at show site and be a function member of onsite ES team as needed
    • Manage freight related claims and incidents under direction of Manager, Event Production and Freight Operations Manager
    • Assist Exhibitors with service requests and questions during ordering process and onsite including responding all freight related email and phone inquiries
    • As an event team member, assist exhibitor and onsite team members in house during event
    • Support Freight Operations in writing purchase orders for equipment
    • Support Freight Operations onsite to include freight area set up, check in and out of drivers/BOLs, driver logs, creating receivers, verifying shipments, freight audit and MHA collection and verification
    • Communicate freight travel requirements between Freight Operations and Exhibitor Services
    • Other duties as assigned

 

Job Qualifications

  • Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications or a related area of study to equivalent industry experience
  • 0-3+ years of event production experience including special events and trade shows and/or the equivalent in the customer service industry
  • 1+ years of direct freight related exhibitor/event management preferred
  • Excellent customer service skills and the ability to work with cross-functional teams across many levels of management, including the executive leadership
  • Understanding of Industry terminology and definitions
  • Works well both independently, is self-motivated, and as a team player, both in the office and at show site with little to no supervision
  • Microsoft Office 365 experience required
  • Familiarity with web-based software tools preferred
  • Fluent using the English language, along with excellent written and oral communication skills
  • Positive approach to teamwork, sales and problem solving
  • Detail oriented, strong organizational skills, and works well under pressure
  • Ability to pass a high-level background check
  • Willingness to travel (<60%)

Work Environment

Event Venue

Work is performed in a hotel/event venue environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust.  The working conditions will vary between moderately quiet to noisy volumes.  Team members will use high-end audio-visual equipment and electrical components and will be exposed to heights via lifts and ladders.  Team members may be asked to work in multiple locations.  Working times may include irregular hours and on-call status including days, evenings, weekends and holidays.   Team members must adhere to appearance guidelines as defined by Hargrove based on an individual venue or a representation of venues in that city or area.  

OR

Office

Work is performed in an office environment.  Working times may include irregular hours and on-call status including days, evenings, weekends and holidays.   Team members must adhere to appearance guidelines as defined by Hargrove based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.  Most work will take place in a climate-controlled environment.  Surroundings at times can be chaotic, high energy, and noisy, with high traffic volumes, dusty, and exposure to weather conditions.

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Benefits

You’ll find some of the best rewards in the industry – from comprehensive insurance options and generous PTO to a company-matching 401(k).

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