NEW JOB OPENING
TRADESHOW EVENTS & HARDWARE LOANER SPECIALIST
IN San Jose, CA, USA!

*** This role is supporting NVIDIA ***



Required Skills and Experience:

• 5–8 years of experience in warehouse operations, inventory management, logistics coordination, or a closely related field.

• Hands-on experience managing physical inventory in a warehouse environment — including receiving, QC, storage organization, and shipping.

• Demonstrated ability to set up and maintain systematic, location-based storage and retrieval systems.

• Experience coordinating shipments with freight carriers, internal shipping teams, and third-party logistics providers — domestic and international.

• Familiarity with ATA Carnet programs — specifically the ability to gather itemization requirements, coordinate with corporate shipping and trade compliance teams, and manage the timeline from requirements submission through event execution. Filing is handled by internal partners; this role owns the inputs and the timeline.

• Proficiency in Microsoft Office Suite and Google Suite — especially for inventory tracking, reporting, and data management.

• Strong curiosity and adopter of new technologies and AI tools to increase efficiency in current workflows.

• Experience with DocuSign or equivalent e-signature platforms — including managing agreement workflows, routing documents for signature, and maintaining executed document records.

• Strong attention to detail, organizational skills, and the ability to juggle multiple concurrent programs (events and loaner program) without dropping the ball.

• Proven ability to build and maintain documentation systems — organized records management is a core part of this role.

• Excellent cross-functional communication skills — comfortable working with shipping, ops, events, partner marketing, and executive stakeholders.



Preferred Skills:

• Experience supporting tradeshow, events, or experiential marketing logistics — managing branded collateral, promotional materials, or marketing properties.

• Familiarity with large-scale event operations such as industry conferences, trade expos, or company-hosted events.

• Experience running a loaner, demo unit, or asset lending program — including agreement tracking and return management.

• Experience in the technology, semiconductor, or high-tech industry.

• Deep knowledge of import/export compliance, international freight documentation, and customs brokerage coordination.



Hardware Loaner Program Management

• Serve as the program manager for NVIDIA's hardware loaner program — the single point of operational ownership from request intake through hardware return.

• Receive and log incoming hardware loan requests, then route each request to the appropriate stakeholders and executives for approval, following established approval workflows.

• Once a loan is approved, prepare a loaner agreement and send it to the designated NVIDIA partner marketing manager, who will then forward it to the external partner for signature.

• Track agreement status end-to-end; upon receipt of the countersigned agreement from the partner marketing manager, store and file the executed document in a well-organized, searchable records system.

• File shipping requests, pull the requested hardware from warehouse inventory, and professionally package each unit for outbound shipment to the partner.

• Coordinate with corp shipping to include a pre-paid return shipping label with every outbound loaner package so the partner can return the hardware at the end of the loan period.

• Track all open loans — monitor return deadlines, send timely reminders, and coordinate with the corporate shipping and ops-receiving teams to process incoming returns.

• Upon return, conduct a QC inspection of the hardware, update the loaner program records with condition notes, and return the unit to inventory.

• Maintain accurate hardware loaner inventory, flagging units that are unavailable, in repair, or retired.



WHAT YOU'LL DO

Tradeshow Inventory Management

• Maintain a complete, accurate inventory of all NVIDIA tradeshow marketing materials and properties — branded collateral, signage, printed materials, promotional items, and other marketing assets — stored at the San Jose Zanker Road warehouse. Note: A/V equipment and displays are managed by a separate team.

• Build and maintain a systematic shelving and storage system that makes every item easy to locate, retrieve, and return for future events.

• Implement and manage an online inventory tracking system so the team always has real-time visibility into what's available, what's out, and what's in repair.

• Track asset condition, useful life, and flag items for repair, refurbishment, or retirement.



Event Shipping & Logistics Partnership

• Act as the dedicated shipping partner for all NVIDIA event managers — providing logistics support across the full event calendar, from smaller third-party conferences to large-scale NVIDIA-hosted events such as GTC.

• Calibrate your level of involvement to each event's complexity: for standard events, support event managers with shipping coordination while they retain ownership; for highly complex events, assume full shipping responsibility end-to-end.

• Ensure event managers always have complete, real-time visibility into shipment status, timelines, and exceptions — regardless of ownership level.

• Coordinate all outbound shipments of tradeshow marketing materials with NVIDIA's corporate shipping team and ops-receiving team, managing freight, carrier selection, and documentation.

• Prepare all shipping documentation for domestic and international shipments — including bills of lading, packing lists, commercial invoices, and customs paperwork.

• Manage inbound return shipments: coordinate with carriers and the receiving team to get all materials back to the warehouse on time and in full.



International Shipping & Carnet Management

• Own the end-to-end coordination of international event shipments, partnering closely with NVIDIA's corporate shipping team and global trade compliance team to meet all country-specific requirements and import/export regulations.

• Drive the carnet process for highly complex international events — gathering and delivering all necessary itemization details, asset information, and event requirements to the corporate shipping and global trade compliance teams so they can file and complete the carnet paperwork.

• Manage carnet timelines proactively: understand the significant lead time required for carnet processing and work backwards from event dates to ensure requirements are submitted to the relevant teams well in advance.

• Escalate timeline risks early to event managers and internal stakeholders, keeping everyone aligned on critical milestones and deadlines.

• Track all carnet-listed items meticulously throughout the event cycle — from outbound shipment through return — ensuring accurate itemization and timely return to avoid duties or penalties.



QC, Receiving & Put-Away

• Conduct thorough quality control (QC) inspections on all returning tradeshow items — document condition, note damage, and initiate repair or replacement requests as needed.

• Log QC results in the inventory management system and update asset status in real time.

• Return all items to their designated warehouse locations systematically, ensuring accurate shelf placement and easy retrieval for the next event.

• Partner with the ops-receiving team on inbound processes and ensure alignment on storage standards and location management.



Cross-Functional Collaboration & Operations

• Serve as the primary point of contact between event/marketing teams and the corporate shipping and ops-receiving teams for all tradeshow logistics.

• Support event planning timelines by providing accurate inventory availability data and proactively flagging any material shortfalls or shipping risks.

• Maintain organized documentation for each event cycle — what went out, what came back, condition reports, and any exceptions.

• Process shipping-related documents and vendor paperwork using DocuSign or equivalent e-signature platforms.

• Identify opportunities to improve warehouse organization, inventory accuracy, and event support processes.

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**