Registration Coordinator (Part-Time Contract)

Location: Irving, TX — hybrid preferred; highly qualified remote candidates may be considered
Reports To: Manager, Registration & Housing
Employment Type: Part-Time Contract

About the Role

Reporting to the Registration & Housing Manager, this contracted, part-time position provides registration, customer service, and administrative support to ensure a seamless attendee experience from registration launch through onsite event execution.

Position Term: October 2026 through February 2027

Schedule: Part-Time Contract Position, approximately 20 hours per week

Travel Requirements:

The PPAI Expo – January 9-14, 2027 – travel dates may vary

Key Responsibilities:

• Customer Service & Attendee Communication (50%): Respond to attendee inquiries via email and phone, provide registration assistance, troubleshoot issues, and deliver exceptional customer service throughout the registration process.
• Registration Support (30%): Assist with the management and administration of event registration activities, ensuring accurate attendee records and a positive registration experience.
• Onsite Registration Operations (15%): Assist with onsite registration and badge pickup operations, attendee troubleshooting, and coordination of temporary registration staff during events.
• Other Duties as Directed (5%): Participate in special projects and assignments that support the Event & Expositions team and overall event operations.

Experience Requirements:

• Minimum of 1 year of experience in customer service, event registration, event operations, hospitality, administration, or related field.

Knowledge, Skill and Abilities:

• Exceptional Customer Service Skills: Demonstrated ability to provide professional, solution-oriented support to attendees, exhibitors, and event stakeholders.
• Data Accuracy & Attention to Detail: Ability to maintain accurate records, identify discrepancies, and ensure the integrity of registration data.
• Professional Communication Skills: Strong written and verbal communication skills with the ability to explain registration policies, procedures, and event information clearly.

Specific Qualifications:

• Independent and Proactive Work Style: Able to work minimal supervision, manage assigned tasks effectively, and take initiative in resolving attendee concerns.
• Problem-Solving Mindset: Approaches challenges with professionalism and resourcefulness while maintaining a positive customer experience.
• Team-Oriented & Composed Under Pressure: Works collaboratively with internal teams and remains calm and professional during high-volume registration periods.
• Flexible & Adaptable Approach: Able to adjust priorities and responsible as event needs evolve.

Preferred Qualifications:

• Experience supporting event registration, or attendee management processes.
• Experience with HubSpot, registration platforms, CRM systems, or database management preferred.
• Previous association, tradeshow, conference, hospitality, or customer service experience is highly valued.
• Experienced working onsite at conferences, conventions, or large-scale events is a plus.

Association-Wide Responsibilities & Values (expectations of everyone):

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

• FLSA Status (Exempt / Non-Exempt): Non-Exempt
• Compensation (Hourly / Salary): Hourly
• Job Status (Full-Time /Part-Time /Temp): Part-Time
• Daily Schedule (Start time Flexible / Not Flexible): Flexible, Pre-Approved by Manager
• Work Location: Remote or Hybrid Remote

Physical Activity:

• Sitting
• Standing
• Lifting
• Pushing/Pulling
• Bending/Stooping
• Extended work hours, extended weeks (endurance requirement)

Work Environment:

• Office environment
• Trade show floor or event venues
• Temperature controlled environment
• Travel: Must be able to travel, work weekends, and long hours as event scheduling may require.

PPAI is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status. We are committed to building a diverse and inclusive workplace.