Freelance Logistics Coordinator

Plunge Creations Limited; Brighton; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

Plunge Creations is seeking an experienced Logistics Coordinator to join our busy props and costume fabrication team on a freelance basis in the United Kingdom. Typical hours are 9 am–5 pm, Monday to Friday, with occasional out-of-hours work or travel to site as needed.

You will own the logistical side of projects, coordinating transport, packing, RAMS, and crew schedules, and you will liaise with clients, venues and suppliers to keep projects on time and on budget.

Qualifications

• Experience in project coordination, logistics or similar in a creative production environment.
• Experience preparing RAMS and coordinating documentation.
• Experience with installations, derigs and site logistics.
• Experience with supplier quotations and cost tracking.
• Confident dealing with clients, suppliers, freelancers and venues.
• Able to work independently and take ownership of tasks.
• Proficient in Excel, Word, email and project tracking software.
• Valid UK driving licence.

Responsibilities

• Work with Project Managers, Workshop Leads and Designers to understand project needs.
• Manage logistics across multiple projects, from workshop to dispatch, installation, de-rig and return.
• Anticipate logistical problems and provide practical solutions.
• Help keep projects on time and on budget.
• Book transport for projects, obtain transport quotes, and set collection/delivery times.
• Coordinate loading bays, access, parking with venues and teams.
• Organise packing and labeling for transport; maintain packing lists.
• Coordinate crew call times, travel and accommodation; source freelance crew as needed.
• Prepare RAMS for installations and de-rigs; maintain project documentation.
• Build and maintain relationships with transport companies, suppliers, venues and freelance crew.

Skills

Project coordination

RAMS coordination

Installations logistics

Quotations management

Stakeholder management

Autonomy

Excel

Driving licence

Tools

Project tracking software

Word

Job description

Monday to Friday, 9 am – 5 pm (hours dependent on project)

Occasional out-of-hours work or travel to site may be required in exceptional circumstances, but this is not expected to be a regular part of the role and would be agreed in advance.

Pay scale

£19 to £25 per hour, depending on experience

Skills requirements

• Previous experience in project coordination, logistics, production or a similar role within a creative production environment.
• Experience preparing RAMS and co-ordinating required documentation.
• Experience and practical understanding of installations, derigs and site logistics.
• Experience with supplier quotations and cost tracking.
• Confident dealing with clients, suppliers, freelancers, and venues.
• Comfortable working independently and taking ownership of tasks.
• Confident using Excel, Word, email and project tracking software.
• Valid UK driving licence.

General Job Description

Role Context

We are currently looking for an experienced Logistics Coordinator to join our team on a freelance basis.

The reason we're looking for this role is simple: we're busy, and we need someone who can take ownership of the logistical side of our projects and allow our Project Managers to concentrate more fully on managing their projects and clients.

Key Responsibilities (but not limited to):

Project Logistics

• Work with Project Managers, Workshop Leads and Designers to understand what each project needs.
• Manage logistics across multiple projects, from workshop completion through to dispatch, delivery, installation, de-rig and return.
• Anticipate potential logistical problems and find practical solutions.
• Help keep projects on time and on budget.

Transport & Deliveries

• Book transport for projects, including specialist vehicles when needed.
• Obtain transport quotes and choose the best option.
• Set collection and delivery times with the workshop, transport companies, clients and venues.
• Give drivers accurate collection, delivery and access details.
• Liaise with venues and production teams regarding loading bays, delivery slots, vehicle access, parking and site restrictions.
• Coordinate the return transport of projects following de-rigs.

Packing & Dispatch

• Organise packing and labelling for props, costumes, equipment and tools for transport.
• Prepare and maintain accurate packing lists and inventories.
• Ensure all necessary components, fixings, tools and equipment required for installation are ready.
• Coordinate projects' loading, dispatch, unloading, and return to the workshop.

Crew & Freelancer Coordination

• Help source and book freelance crew as needed.
• Coordinate travel and accommodation where required.
• Ensure crew receive the relevant project, site and H&S details in due course.
• Support the team and freelancers throughout the project.
• Liaising with clients, venues and production teams regarding access and delivery arrangements.
• Confirming delivery slots, loading arrangements and site access requirements.
• Preparing installation and de-rig schedules.
• Coordinating crew call times and transport arrangements.
• Ensuring installation teams have the correct information, equipment, paperwork and materials before leaving the workshop.
• Being the main contact for logistical queries.
• Supporting the Project Manager and installation team in resolving logistical issues as they arise.

RAMS & Project Documentation

• Prepare and coordinate Risk Assessments and Method Statements (RAMS) for installations and de-rigs.
• Send RAMS and other documents to clients, venues and production teams on time.
• Maintain accurate project documentation, including delivery notes, packing lists, and certifications.
• Build and maintain good working relationships with transport companies, suppliers, venues and freelance crew.
• Get supplier quotes and help pick the best ones.
• Manage logistics-related bookings.
• Assist Project Managers with costing and budget tracking.
• Keep track of all logistics spending.

Why Join Us?

Plunge Creations is a busy and growing props and costume fabrication company creating bespoke work for the entertainment, events, theatre, film and creative industries.

We work on a wide variety of exciting projects, from individual props and costumes through to large-scale scenic builds and installations. Our projects involve a combination of creative design, skilled fabrication, project management and, ultimately, getting everything we've made to the right place at the right time.