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