Field Event Sales Coordinator

Who You’ll Be:

Highly organized, detail-oriented, and dependable, with a natural ability to thrive in a sales-supported, event-driven environment where relationships and follow-through are everything.

Comfortable managing multiple deadlines, owning workflows, and communicating proactively in fast-paced settings. Building genuine relationships with external partners and internal teams comes naturally, with a real commitment to ensuring every exhibitor and sponsor interaction reflects the HighLevel standard.

A self-starter who works independently in a remote environment while staying fully accountable to the team, with the people-first mindset and organizational instincts to keep things moving even when priorities shift.

What You’ll Be Doing:

Exhibitor & Sponsor Support

• Manage the exhibitor and sponsor email inbox, responding to all inbound inquiries in a timely manner
• Handle inbound site inquiries and reactive leads, triaging and routing them appropriately
• Support the onboarding of new exhibitors and sponsors using standard templates and guidelines
• Set discovery and follow-up appointments on behalf of the Senior Manager, Field Event Sales
• Provide on-site operational support for exhibitors and sponsors at internal HighLevel events

Contract & Invoice Management

• Track and follow up on unsigned contracts promptly to keep deals moving forward
• Ensure deposits are collected in accordance with agreed upon payment timelines
• Maintain accurate records of contract status and payment activity across all accounts

Deliverable Tracking & Coordination

• Own the deliverable tracking cadence to ensure all exhibitor and sponsor assets are collected well in advance of each event
• Maintain dashboards and trackers to provide visibility into outstanding items
• Escalate issues and risks to the Senior Manager when needed

Cross-Functional Collaboration

• Attend regular one-on-ones with the Senior Manager and recurring meetings with the Events team
• Coordinate with internal stakeholders including Events, Marketing, and Billing teams as needed
• Support vendor and sponsor communication and documentation in partnership with the Senior Manager

Operations & Process Support

• Maintain accurate internal documentation and exhibitor and sponsor records in HighLevel CRM
• Document recurring challenges and share observations to support process improvements
• Follow established compliance guidelines and ensure required approvals are completed

What You’ll Bring:

• Experience supporting sales, events, or operational activities in a fast-paced environment
• Strong attention to detail in managing timelines, deliverables, and follow-up cadences
• Excellent written and verbal communication with a warm, professional tone
• Comfort working independently in a fully remote setting while staying proactive and accountable
• Strong interpersonal skills when working with external partners and internal teams
• Organized and reliable approach to managing multiple priorities without things falling through the cracks
• Familiarity with Google Workspace, Zoom, Slack, HighLevel CRM, and AI tools such as ChatGPT and Claude

Experience/Education/Certifications Required:

• 1 to 3 years of experience in a sales support, account coordination, or administrative sales role
• Experience in event coordination, hospitality, or a customer-facing environment is a plus
• High school diploma or equivalent required; Bachelor's degree in Event Management, Communications, Marketing, or Hospitality Management strongly preferred
• Experience in SaaS or high-growth environments is a plus
• Some travel required to support internal HighLevel events throughout the year