Position: Roadshow Coordinator - Sam's Club & Costco Operations
Location: Remote (Global)
Employment Type: Full-Time
Type of contract: Independent contractor
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Position Overview:
The Roadshow Coordinator is responsible for managing end-to-end operational coordination for retail roadshow events at Sam’s Club and Costco Wholesale locations. This role ensures seamless execution of roadshow logistics, inventory management, and cross-functional collaboration between internal teams and third-party logistics providers.
Key Responsibilities:
1. Transfer Order Management & Documentation:
- Create and manage Transfer Orders (TOs) for roadshow shipments to retail locations
- Upload product assembly Work Orders (Kitting Requests) with appropriate lead times
- Ensure all TOs include accurate Allocation Plans and are properly integrated between ERP and 3PL fulfillment systems
- Maintain accurate documentation across master show schedules and internal tracking tools
2. Inventory Operations & Issue Resolution:
- Monitor and resolve inventory discrepancies for active roadshow locations
- Coordinate with warehouse teams to address planogram (POG) discrepancies prior to show completion
- Manage replenishment orders to maintain optimal stock levels during live events
- Handle urgent shipment requests requiring expedited or overnight delivery
3. Schedule Management & Planning:
- Upload and maintain roadshow schedules within the ERP system
- Coordinate with internal stakeholders to confirm show dates, locations, and product quantities
- Manage changes to Bills of Materials (BOMs) and SKU configurations by location
- Partner with cross-functional teams to finalize planograms prior to schedule uploads
4. Returns & Transfer Order Closure:
- Process and close return Transfer Orders for completed roadshows
- Cross-reference fulfillment systems before closing TOs to ensure inventory accuracy
- Manage partially fulfilled orders and determine proper line-item closures
- Identify and resolve stale transfer orders to maintain clean system records
5. Cross-Functional Collaboration:
- Coordinate with fulfillment centers, logistics partners, and merchant teams
- Work closely with inventory operations to resolve ERP and system discrepancies
- Communicate with retail partners regarding show confirmations and operational changes
- Partner with warehouse operations to ensure timely order fulfillment and shipping
Requirements:
Required Skills & Qualifications:
- Strong organizational and project management skills
- Experience working with ERP systems (e.g., NetSuite) and 3PL fulfillment platforms
- Ability to manage multiple concurrent events and shifting timelines
- Excellent cross-functional communication skills
- Strong problem-solving ability, particularly in time-sensitive inventory and shipping scenarios
- High attention to detail in documentation and order management
- Comfortable working in fast-paced environments with evolving priorities
Preferred Qualifications:
- Experience supporting warehouse club roadshows or retail event programs
- Background in retail operations, supply chain, or inventory coordination
- Familiarity with SKU-level allocation planning and BOM management
Success Metrics:
- Timely and accurate creation and processing of Transfer Orders
- Minimal inventory discrepancies across active roadshow locations
- Seamless coordination of logistics across multiple retail partners
- Accurate and efficient return processing and order closure
