Procurement & Experience (Events) Manager

Job Title: Procurement & Experience Manager

Department: Marketing

Reports To: Director of Client Strategy

Location: York, PA

Employment Type: Full-Time / Hybrid

Job Summary:

We are seeking a highly organized, proactive, and detail-oriented Procurement & Events Manager to support our agency’s client experience, branded materials management, vendor relationships, and event execution. This role plays a critical part in ensuring our clients’ campaigns, community initiatives, sponsorships, and branded experiences are executed seamlessly and professionally.

The ideal candidate enjoys balancing logistics with creativity, and has a strong ability to manage timelines, vendors, purchasing, budgets, and moving pieces simultaneously. This individual will serve as a key operational partner to both internal teams and external vendors to help bring client initiatives to life. While this role directly supports client work, it is not client-facing.

Key Responsibilities:

Procurement & Vendor Management

Manage sourcing, estimating, purchasing, and delivery of coordination for client materials, promotional products, branded merchandise, signage, print collateral, apparel, giveaways, and event supplies. Obtain and compare vendor quotes to ensure cost-effective purchasing while maintaining quality and brand standards. Build and maintain strong vendor relationships, including printers, promotional product suppliers, event vendors, fabricators, shipping providers, and fulfillment partners. Negotiate pricing, timelines, and production schedules to maximize efficiency and budget performance. Maintain organized records of estimates, purchase orders, invoices, production timelines, and delivery tracking. Proactively identify opportunities for cost savings, process improvements, and operational efficiencies.

Inventory & Asset Management

Oversee inventory management of promotional items, branded collateral, trade show materials, signage, and event assets. Monitor stock levels and proactively reorder materials to prevent shortages or delays. Organize storage systems and maintain accurate inventory tracking documentation. Coordinate shipping, fulfillment, packing, and distribution of materials for client campaigns, sponsorships, and events.

Event & Sponsorship Coordination

Support planning and execution of client community events, sponsorship activations, trade shows, networking events, and brand experiences. Coordinate event logistics including booth materials, signage, branded items, promotional giveaways, vendor communication, and shipping schedules. Assemble and organize event kits, documentation, and activation materials for internal teams and clients. Assist with on-site event setup, coordination, and logistics as needed, including occasional travel or remote event support. Help ensure all event deliverables align with client objectives, timelines, budgets, and brand standards.

Agency Operations & Cross-Functional Support

Support agency operational processes related to procurement, fulfillment, production coordination, and event execution. Assist in developing standardized systems and workflows for ordering, inventory management, and event coordination. Help maintain exceptional client service by supporting an internal team with accuracy, responsiveness, and reliability across all deliverables.

Qualifications:

8+ years of experience in procurement, event coordination, agency operations, marketing support, or related fields. Strong organizational and project management skills with the ability to manage multiple deadlines simultaneously. Experience coordinating vendors, production timelines, shipments, or branded materials preferred. Excellent communication and relationship-building skills. Highly detail-oriented with strong follow-through and problem-solving abilities. Comfortable working in a collaborative, fast-paced environment with shifting priorities. Proficiency with project management systems, spreadsheets, and order tracking tools. Ability to occasionally lift and organize event materials and shipments. Occasional evening or travel availability for events preferred.

Key Competencies:

OrganizationProject ManagementEstimatingProblem-SolvingCommunication & CollaborationAdaptability & Flexibility

Working Conditions:

Full-time, hybrid position.May require occasional travel to meet with clients, attend industry events, or conduct on-site research.

Salary: $65,000+