Fulfillment & Logistics Coordinator

Quintevents, LLC; Barcelona; Presencial; EUR 36.000 - 48.000; Jornada completa

Descripción de la vacante

Quintevents, LLC is seeking a Fulfillment and Logistics Coordinator to manage end-to-end fulfillment, inventory, and shipping for 20+ MotoGP events worldwide. You will work with multiple internal teams and external partners to ensure timely delivery of guest packages, credentials, and event materials.

The role requires 2+ years in live-event logistics, strong organization, and fluency in Spanish and English, with up to 30% international travel and full-time in Barcelona, Spain.

Formación

• 2+ years in event logistics, fulfillment, ticketing, accreditation, guest services, or related live-event environment.
• Experience supporting multi-event, high-volume, or international operations preferred.
• Spanish and English proficiency required; Italian advantageous.

Responsabilidades

• Support end-to-end fulfillment and logistics activity for 20+ MotoGP events annually, from advance planning through post-event reconciliation.
• Maintain detailed event trackers, fulfillment schedules, inventory records, and shipment logs.
• Coordinate the ordering, receipt, packing, storage, and distribution of guest packages, event supplies, credentials, and other items.
• Prepare shipment documentation and coordinate domestic and international deliveries with couriers and partners.
• Track shipment status, customs requirements, and follow up on delays or discrepancies.
• Support inventory counts, quality control checks, and post-event returns or storage requirements.

Conocimientos

Organization

Attention to detail

Logistics coordination

Vendor coordination

Communication

Inventory tracking

Educación

Bachelor's degree or equivalent in Event Management, Hospitality, Business, Operations, Logistics, or a related field

Herramientas

Ticketing systems

Accreditation platforms

Inventory trackers

Project-management tools

Excel/Spreadsheets

Descripción del empleo

This is a Third-Party Contract role.

About the Role

As the Fulfillment and Logistics Coordinator, your contribution to the organization will be to support a seamless, accurate, and elevated guest, staff, and partner experience through the coordinated delivery of ticketing, guest packages, credentials, event supplies, and logistics across the global MotoGP calendar.

This hands-on role supports the planning and delivery of fulfillment and logistics activity for 20+ international MotoGP events annually. Working closely with the Fulfillment and Accreditation Manager, Event Operations, Guest Services, Commercial teams, circuits, and suppliers, the Coordinator will maintain accurate records, manage physical materials, coordinate shipments, and ensure each event is fully prepared for on-site delivery.

Achieving This Will Require

• Strong organization, attention to detail, and operational discipline across high-volume fulfillment and logistics workflows.
• The ability to manage multiple deadlines, inventories, suppliers, and shipment requirements across an international event calendar.
• A proactive, solutions-oriented approach to identifying risks early and following tasks through to completion.
• Clear communication and effective collaboration with internal teams, circuits, vendors, and event stakeholders.
• Confidence using trackers, spreadsheets, and operational systems to maintain accurate, up-to-date information.
• The flexibility to work in a fast-paced live-event environment, including travel and event-day support.

Performance Will Be Evaluated On:

• Accuracy, completeness, and timeliness of fulfillment, inventory, shipment, and event-readiness activity.
• Effective coordination of physical materials, suppliers, shipping partners, and delivery schedules.
• Quality and accuracy of operational documentation, trackers, inventory records, and reporting.
• Proactive communication, issue escalation, and dependable follow-through across all assigned responsibilities.
• Quality of on-site support and contribution to a seamless guest, staff, partner, and stakeholder experience.
• Contribution to post-event learnings, process improvement, and operational efficiency.

Core Responsibilities

Fulfillment and Logistics Coordination

• Support end-to-end fulfillment and logistics activity for 20+ MotoGP events annually, from advance planning through post-event reconciliation.
• Maintain detailed event trackers, fulfillment schedules, inventory records, shipment logs, and operational checklists.
• Coordinate the ordering, receipt, packing, storage, and distribution of guest packages, event supplies, uniforms, printed materials, credentials, and other physical items.
• Prepare shipment documentation and coordinate domestic and international deliveries with couriers, freight partners, suppliers, and venues.
• Track shipment status, proof of delivery, customs requirements where applicable, and follow up promptly on delays, shortages, or discrepancies.
• Support inventory counts, quality control checks, stock movement tracking, and post-event returns or storage requirements.
• Ensure materials are packed, labelled, and dispatched accurately in line with event timelines and operational needs.
• Maintain clear records of orders, deliveries, inventory usage, and fulfillment activity to support accurate reporting and budget control.

Accreditation and Credentialing Support

• Support the Fulfillment and Accreditation Manager with accreditation submission timelines, data collection, and stakeholder follow-up.
• Maintain accurate credential and access records for staff, vendors, guests, partners, and other approved stakeholders.
• Prepare badges, lanyards, credential packs, and associated materials in line with approved access levels and distribution plans.
• Assist with credential printing, quality control, and the secure preparation of access materials.
• Coordinate with internal creative and production teams on printed credential, signage, and fulfillment asset requirements.
• Support accreditation communications by ensuring relevant information, deadlines, and collection instructions are accurate and issued on time.
• Handle sensitive guest and access information in line with data security, privacy, and event accreditation policies.

MotoGP App Management

• Support the day-to-day management of the MotoGP hospitality app, including uploading approved guest information and ensuring content remains accurate and up to date before and throughout race weekends.
• Coordinate the experiences offering within the app, including descriptions, timings, availability, and operational updates, working with relevant teams to reflect any last-minute changes.
• Monitor feedback and recurring issues, support troubleshooting and escalation, and recommend practical improvements to the app experience, content, and supporting processes.

On-Site Event Delivery

• Support the setup, operation, and tear-down of fulfillment and accreditation areas at selected MotoGP events globally.
• Receive, organize, distribute, and reconcile event materials, supplies, and guest packages on site.
• Assist with credential collection, issue resolution, and the escalation of access or fulfillment queries to the appropriate lead.
• Carry out inventory and equipment checks to ensure printers, scanners, supplies, and physical materials are ready for use.
• Liaise professionally with event staff, suppliers, circuits, hospitality teams, and stakeholders to support smooth operations.
• Contribute to real-time problem solving while maintaining a calm, service-focused approach during live events.
• Support broader event operations initiatives as required to deliver a seamless event experience.

Systems, Process Improvement, and Administration

• Keep operational systems, trackers, files, and templates current, accurate, and accessible to relevant team members.
• Support the development and use of standardized checklists, packing lists, fulfillment templates, and process documentation.
• Identify recurring issues, inefficiencies, or risks and propose practical improvements to the Fulfillment and Accreditation Manager.
• Assist with post-event reconciliation, reporting, debriefs, and the capture of learnings for future events.
• Support supplier and purchase-order administration, including maintaining supporting documentation and tracking delivery status.
• Work cross-functionally with Operations, Guest Services, Commercial, Hospitality, Marketing, Partnerships, Security, and Event Delivery teams.

Team Collaboration

• Work closely with the Fulfillment and Accreditation Manager and wider event team to ensure priorities and deadlines are clear.
• Provide reliable hands-on support to temporary event staff, suppliers, and team members where required.
• Contribute to a collaborative "one team" approach across departments, cultures, and events.
• Participate in training on fulfillment processes, accreditation systems, equipment, and event operational procedures.

Requirements

Education and Experience

• 2+ years' experience in event logistics, fulfillment, ticketing, accreditation, guest services, operations, or a related live-event environment.
• Experience supporting multi-event, high-volume, or international operations is strongly preferred.
• Motorsport, sports, hospitality, entertainment, agency, venue, or supplier experience is advantageous.
• Experience coordinating physical inventory, shipments, event materials, or supplier deliveries is strongly preferred.
• Experience working with spreadsheets, inventory trackers, project-management tools, ticketing systems, or accreditation platforms is preferred.
• Bachelor's degree or equivalent experience in Event Management, Hospitality, Business, Operations, Logistics, or a related field preferred.
• Spanish and English proficiency required; Italian proficiency is advantageous.
• Current and ongoing right to work in Spain required.

Interpersonal Skills and Traits

• Highly organized, detail-oriented, and comfortable managing several tasks and deadlines simultaneously.
• Proactive and dependable, with strong ownership of assigned responsibilities.
• Clear and professional communicator with a collaborative, service-focused approach.
• Strong problem-solving skills and the ability to remain calm under pressure.
• Adaptable and comfortable working in an evolving, fast-paced event environment.
• Culturally aware and comfortable working with international teams and stakeholders.

Physical

• Prolonged periods sitting at a desk and working on a computer.
• Extensive walking and standing for periods greater than 12 hours while at events.
  
• Full-time, in-person role based in the Barcelona, Spain office.
• Requires flexibility to work long hours, evenings, weekends, and event days as needed.
• Requires international travel of up to 30%, with targeted travel expected to be approximately 18–25%.