Events and Logistics Support Coordinator

Dragon Ai Media Inc.; Makati; On-site; PHP 240,000 - 360,000; Full time

Job summary

Dragon Ai Media Inc. is seeking an Event Logistics Coordinator based in Makati, Philippines. The role covers end-to-end event support, including setup, vendor liaison, and on-site operations to ensure successful events.

You will coordinate with venues, suppliers, and internal teams, manage inventories, and assist in planning timelines. Strong communication and organization are essential for delivering smooth events.

Qualifications

• At least 1 year of experience in event coordination or logistics.
• Established relationships with event suppliers and vendors.
• Understanding of event production elements including lighting, sound, and staging.
• Excellent communication and organizational skills.
• Ability to multitask and prioritize effectively.

Responsibilities

• Assist in setup and teardown of events, booths, and on-site equipment.
• Coordinate deliveries, transportation, inventory movement, and logistics tracking.
• Label, secure, transport, and return event assets and materials.
• Support venue preparation, supplier coordination, and material loading/unloading.
• Plan ingress/egress schedules, manpower deployment, and timelines.
• Coordinate with venue staff, suppliers, and internal teams for smooth operations.
• Conduct pre- and post-event inventory checks for accountability.
• Monitor setup progress and escalate issues to the Event Lead.
• Maintain a clean, safe work area during setup and teardown.
• Assist in venue oculars to assess site requirements and logistics plans.

Skills

Event coordination

Logistics planning

Vendor management

Communication

Multitasking

Problem solving

Job description

Key Responsibilities:

1. Event Logistics & Support

• Assist in the setup (ingress) and teardown (egress) of events, staging, booths, and on-site equipment.
• Coordinate deliveries, transportation, inventory movement, and logistics tracking before, during, and after events.
• Ensure all event assets, equipment, and materials are properly labeled, secured, transported, and returned.
• Support venue preparation, supplier coordination, and the loading and unloading of event materials.
• Assist in planning and implementing ingress and egress schedules, manpower deployment, and logistics timelines.
• Coordinate with venue personnel, suppliers, and internal teams to ensure efficient event operations.
• Conduct pre-event and post-event inventory checks to ensure accountability of all event assets.
• Monitor event setup progress and proactively resolve or elevate logistical issues to the Event Lead.
• Maintain an organized, safe, and efficient work area throughout setup and teardown.
• Assist in venue oculars to assess site requirements, identify operational considerations, and recommend logistics plans prior to event execution.

2. Project Assistance

• Support Project Managers and Event Leads in both administrative and on-site event execution.
• Attend project meetings and venue oculars; document key discussions, action items, and site observations.
• Prepare and maintain event documentation, including checklists, logistics reports, and event timelines.
• Assist in preparing post-event reports and liquidation documents.

3. Supplier & Vendor Coordination

• Source and coordinate suppliers for event requirements (e.g., printing, fabrication, logistics, rentals, transportation, etc.).
• Monitor supplier production and delivery schedules and provide regular updates to the Event Lead.
• Coordinate bookings for logistics-related services, including transportation, manpower, equipment rentals, and other operational requirements.
• Build and maintain positive working relationships with suppliers and vendors for future projects.

4. Manpower Sourcing & Management

• Assist in sourcing, recruiting, and coordinating outsourced manpower, including Event PAs, promoters, volunteers, and on-ground crew.
• Support manpower briefings, task assignments, attendance monitoring, and on-site supervision during event operations.

5. Internal Support

• Maintain an organized warehouse and storage area for event materials and equipment.
• Monitor inventory levels and report low or damaged stocks to the team.
• Support procurement of event-related materials and supplies.
• Perform general administrative and operational support tasks as required.

6. Other Duties

• Perform other duties and responsibilities as assigned in support of company operations and project requirements.

Qualifications:

• Atleast 1 year of experience in event coordination, Logistics, or a related field
• Established relationships with a variety of event suppliers and vendors
• Understanding of event production elements, including lighting, sound, and staging
• Excellent communication and organizational skills, with the ability to multitask and prioritize effectively
• Ability to think critically and resolve issues calmly and efficiently

Bonus Skills:

• Leadership Potential: Demonstrated ability to motivate and guide others
• Creative Flair: A knack for bringing fresh and innovative ideas to the table
• Tech Savviness: Proficiency in event management software and online tools