Field Event Sales Coordinator

Summary

HighLevel is an AI-powered business operating system that provides infrastructure for agencies, entrepreneurs, and small and medium-sized businesses to build, automate, and scale. The Field Event Sales Coordinator supports exhibitors and sponsors, manages contracts, invoices, deliverables, communications, and event operations while collaborating with internal teams and maintaining accurate CRM records.

Responsibilities

• 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
• 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
• 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
• 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
• 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

Skills

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

Qualifications

Must Haves

• 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
• - 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
• - 1 to 3 years of experience in a sales support, account coordination, or administrative sales role
• - High school diploma or equivalent required
• - Some travel required to support internal HighLevel events throughout the year

Nice to Haves

• - Bachelor's degree in Event Management, Communications, Marketing, or Hospitality Management strongly preferred
• - Experience in event coordination, hospitality, or a customer-facing environment is a plus
• - Experience in SaaS or high-growth environments is a plus

Benefits

• Remote work arrangement
• Some travel required to support internal HighLevel events throughout the year