Roadshow Coordinator – Warehouse Club Operations (Sam’s Club & Costco)
Position Overview
The Roadshow Coordinator is responsible for managing end-to-end operational coordination for retail roadshow events across major warehouse club partners, including Sam’s Club and Costco. This role ensures seamless execution of logistics, inventory management, and cross-functional alignment between internal teams and third-party fulfillment providers.
The ideal candidate thrives in fast-paced retail environments, is highly detail-oriented, and can manage multiple concurrent roadshow events with precision.
Key Responsibilities
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
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
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
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
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
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
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