Warehouse Coordinator

Warehouse Coordinator

MSM is seeking a highly organized, proactive Warehouse Coordinator to join our passionate, woman-owned experiential agency. We bring brands to life through strategic thinking, award-winning exhibit and event design, and flawless execution for trade shows, events, branded environments, and customer engagements. We deliver with genuine passion and are committed to exceeding expectations and creating exceptional customer experiences. Our service culture means we:

• Thrive in a demanding environment
• Build meaningful relationships
• Demonstrate a positive attitude and adapt to change
• Set high standards and strive to exceed

Ideal Candidate Attributes

The Warehouse Coordinator is hands-on, process-obsessed, detail-driven, and a natural collaborator who thrives on making projects run seamlessly for both clients and internal teams. The right candidate will demonstrate the following:

 Process-Driven Executor: Manages the planning, setup, inspection, packing and return of client-owned trade show exhibits—overseeing timelines, inventory, and logistics with unyielding attention to accuracy, care, and quality.

• Resourceful Problem-Solver: Anticipates challenges across warehouse and onsite environments, interprets CAD drawings and graphic elevations with precision, and delivers timely solutions to evolving project needs.
• Collaborative Communicator: Proactively partners with warehouse staff, project managers, and installation crews—using digital tools to coordinate tasks, support light construction efforts, and ensure seamless workflows from receipt to return.
• Adaptable Under Pressure: Responds effectively to shifting schedules, last-minute client requests, and unique onsite requirements while maintaining composure and organization.
• Accountable Steward: Treats high-value client assets with absolute responsibility, demonstrating ownership, reliability, and a commitment to exceeding expectations at every project stage.
• Continuous Improver: Champions process enhancements and clear project documentation to support team efficiency, asset tracking, and repeatable, high-quality outcomes.

Key Responsibilities

 Inventory Management:

• Maintain accurate and up-to-date inventory of client-owned assets.
• Reconcile items during outbound shipment and upon return from shows.
• Inspect all properties for damage or wear, document findings, and initiate repair or replacement processes.
• Ensure all items are properly cleaned, organized, and stored according to company and client standards.

Project Coordination & Execution:

• Interpret pick lists in conjunction with CAD drawings, service layouts, and graphics elevations.
• Assist in pre-show staging and test-fitting of exhibit properties, particularly fabric graphics.
• Identify discrepancies in graphic dimensions, hardware selection, and structural feasibility.
• Coordinate across departments (design, graphics, project management) to resolve issues preemptively.

Light Construction & Technical Setup:

• Use basic tools to build, modify, or troubleshoot exhibit components during staging.
• Verify that setups match technical drawings and can be efficiently installed on-site.

Packing & Property Protection:

• Safely pack properties of varying sizes and shapes to ensure secure transit.
• Apply proper materials, padding, and crating methods to minimize risk of damage during shipping.
• Verify that all items are labeled, documented, and prepared according to shipping and company requirements.

Technology & Communication:

• Use project management software to track tasks, timelines, and asset status.
• Maintain active communication via Microsoft Teams, email, and project management platforms across multiple departments.
• Document setup processes and share learnings to support continuous improvement 

Preferred Skills and Experience:

• Experience with inventory management systems; strong attention to asset tracking and condition reporting.
• Mechanical aptitude; comfortable with tools and general construction principles.
• Ability to read and interpret CAD blueprints, elevations, and technical layouts.
• Strong organizational and time-management skills; thrives in deadline-driven environments.
• Comfortable with technology including Microsoft Teams, email, and project management platforms.
• Detail-oriented mindset with a proactive, problem-solving approach.
• Prior experience in the trade show or event production industry is a strong plus.
• Capable of working independently and within a team to meet high client expectations

Salary range for these positions is purposefully broad. The initial compensation offered may be outside of this range and will be determined by multiple factors, including the applicant’s job-related skills, relevant experience, and education. This role offers significant opportunities for growth in terms of role development and compensation.

Compensation Range (hourly):  $23.00 - $28.00

Location: Rochester, NY (In-Person)

If you are an energetic relationship-builder with hands-on tradeshow and event experience—and a passion for delivering extraordinary brand experiences—we encourage you to apply and help create memorable moments for our clients.