Marketing Coordinator - Events

POSITION SUMMARY

The Marketing Event Coordinator is a key member of PTR’s Marketing team, responsible for bringing internal and external events to life while creating polished, engaging, and on-brand experiences.

This hands-on role supports the planning and execution of trade shows, company events, meetings, employee experiences, and other marketing initiatives from concept through completion. The Marketing Event Coordinator will manage event logistics, coordinate with vendors and internal partners, oversee promotional merchandise and inventory, and help ensure every detail is organized and executed successfully.

This role will also take ownership of product sourcing, purchasing, and vendor coordination for PTR’s employee merchandise programs, partnering closely with the Marketing Coordinator on inventory tracking, fulfillment, and program administration.

The ideal candidate is highly organized, resourceful, and comfortable juggling multiple priorities. You enjoy creating memorable experiences, building strong vendor relationships, solving problems, and jumping in wherever needed to help a team deliver great work.

This position works closely with the Creative Director, Company Communications Manager, Marketing Coordinator, and broader Marketing team.

LOCATION

Onsite in Fort Wayne, IN, with ability to travel up to 30% for trade shows, events, and other business needs

RESPONSIBILITIES

• Plan, coordinate, and execute internal and external events, trade shows, meetings, employee experiences, and field marketing initiatives from planning through onsite execution.
• Manage event logistics, timelines, assigned budgets, vendors, venues, materials, promotional items, shipping, setup, teardown, and onsite troubleshooting.
• Collaborate with internal stakeholders to understand event goals, audiences, budgets, and requirements and translate them into organized execution plans.
• Research, recommend, and manage venues, event resources, promotional product vendors, apparel providers, and other external partners that align with PTR’s needs and brand standards.
• Coordinate PTR’s employee merchandise programs, including product sourcing, pricing, samples, approvals, ordering, launches, refreshes, and vendor relationships.
• Monitor merchandise availability, lead times, costs, and inventory levels while maintaining accurate purchasing, inventory, and vendor records.
• Partner with the Company Communications Manager and Marketing team to coordinate internal events, employee engagement initiatives, communications, materials, and promotional items.
• Manage marketing inventory and event assets, including check-in/check-out processes, quality-control checks, shipping, and organization of the marketing warehouse.
• Maintain accurate project, purchasing, and inventory information using Monday.com, Ziflow, CRM, inventory management, purchasing, and other applicable systems.
• Provide hands-on support across Marketing campaigns, events, employee communications, and special projects as priorities evolve, ensuring work is completed accurately, on time, within approved budgets, and in alignment with PTR brand standards.

REQUIREMENTS

MUST HAVE

• 1–2+ years of experience in event coordination, marketing, project coordination, procurement, hospitality, communications, or a related field.
• Strong organizational and project management skills with the ability to manage multiple projects, deadlines, and priorities simultaneously.
• Excellent attention to detail, follow-through, and written and verbal communication skills.
• Ability to build and maintain strong professional relationships with internal teams, vendors, and external partners.
• Proactive and resourceful approach with the ability to identify problems, take ownership, and develop solutions in a fast-paced environment with changing priorities.
• Ability to work independently with minimal oversight while collaborating effectively across teams.
• Experience managing budgets, purchasing, or project-related expenses and making thoughtful purchasing decisions.
• Comfort working in a hands-on environment, including event setup and teardown, shipping, and organizing marketing materials and inventory.
• Proficiency in Microsoft Office Suite.
• Ability to travel up to 30%.

NICE TO HAVE

• Experience coordinating trade shows, corporate events, employee events, or experiential marketing programs.
• Experience with promotional products, branded merchandise, apparel, company swag programs, inventory management, warehouse organization, or fulfillment.
• Experience with procurement, purchasing, or vendor management systems.
• Familiarity with project management, CRM, inventory management, e-commerce, or employee marketplace platforms, including tools such as Monday.com or Ziflow.
• Familiarity with Adobe Creative Suite.