Event & Logistics Coordinator

Job Summary

The Events & Logistics Coordinator is responsible for overseeing the full lifecycle of events from reservation and planning to on-site execution and post-event pack-up. This includes coordinating logistics schedules, supervising event setup, and managing the inventory of logistics materials. The role ensures that every event is delivered seamlessly, efficiently, and in alignment with organizational standards and expectations.

Key Responsibilities

Event Reservations & Management

Coordinate and manage reservations for internal and external events

Liaise with requestors to confirm event details, requirements, and approvals

Ensure proper documentation and scheduling of events across venues

Monitor compliance with event policies and guidelines

Logistics Scheduling & Coordination

Develop and maintain logistics schedules for upcoming events

Coordinate with internal teams and external vendors for timely delivery and setup

Ensure availability and readiness of logistics materials and equipment

Troubleshoot and resolve logistical issues before and during events

Event Setup & Execution

Supervise on-site setup and teardown of event spaces

Ensure layout, equipment, and materials are arranged according to event plans

Provide support during events to ensure smooth operations

Maintain cleanliness and orderliness of event areas before and after use

Ensure accurate billing and charging records.

Monitor proper cross-charging and contributions of venues

Inventory Management

Maintain accurate inventory of logistics materials, equipment, and supplies

Monitor usage and condition of items; initiate replenishment or repairs as needed

Implement tracking systems for check-in/check-out of logistics assets

Conduct regular audits and submit inventory reports

Qualifications & Requirements

Bachelor's degree in Events Management, Logistics, Business Administration, or related field

At least 2 years of experience in event coordination or logistics operations

Strong organizational and time management skills

Excellent communication and interpersonal abilities

Proficiency in MS Office and scheduling tools

Ability to work flexible hours, including weekends and holidays when required

Preferred Attributes

Experienced in facilities and property support

Skilled in setting up venues, coordinating vendors, and managing on-site tasks

Strong problem-solving and analytical skills

Detail-oriented and accurate

Works well independently and can lead small teams during events

Flexible and thrives in fast-paced environments

Open to feedback and focused on growth and collaboration