Design & Logistics Coordinator

Bear Event Design; Denver (CO); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical, Dental, & Vision Health Plans

HSA with Annual Employer Contribution

401K with Employer Match

Short Term Disability, Long Term Disab

Generous PTO policy

Job summary

Bear Event Design in Denver, CO seeks a Design & Logistics Coordinator to ensure event designs are production-ready and coordinated through execution and close-out. You will manage edits, sourcing, and cross‑department alignment for 20–40 active events per month.

You will report to the Lead Event Designer and collaborate with Warehouse, Production, Graphics, Floral, and Fabrication teams in an in‑person office role with occasional on‑site support.

Qualifications

• 3+ years of coordination, operations, or logistics experience in a fast-paced environment.
• Experience in event production or related production setting encouraged.
• Understanding of proposals, layouts, inventory, and venue conditions for installation and strike.
• Strong client, vendor, and production team communication.
• Proficiency in Microsoft Office and project management tools.

Responsibilities

• Refine event designs and ensure readiness for execution.
• Resolve production gaps and enhance functionality and guest experience.
• Communicate design updates with clients and involve designers when needed.
• Coordinate purchasing, subrentals, and custom production requirements.
• Manage pre-event logistics with clients and venues.
• Lead readiness meetings and align deadlines across teams.
• Handoff to leads and production with clear documentation.
• Oversee post-event close-out and debrief.
• Improve planning tools and handoffs to reduce errors.

Skills

Coordination

Client communication

Organization

Problem solving

Cross-team collaboration

Tools

Microsoft Office

Project management tools

Job description

As a Design & Logistics Coordinator at Bear, you ensure our event designs are accurate, complete, and ready for production. Once the design concept and client expectations are established, you own the ongoing coordination: managing small edits, sourcing products, and keeping clients and departments aligned through execution and close-out.

Supporting 20–40 active events per month, you review designs for event readiness approximately six weeks before each event, then coordinate final logistics and documentation during the last three weeks. This is an operations-focused role requiring production knowledge, strong client communication, and the ability to turn evolving details into a clear plan our teams can execute.

You will report to the Lead Event Designer and work closely with Event Designers, Warehouse, Production, Graphics, Floral, and Fabrication teams. This is an in‑person office role with occasional on‑site event support.

Your responsibilities:

• Own the refinement and quality control of established event designs, ensuring proposals are cohesive, accurate, complete, and ready for execution.
• Evaluate how each design will function in the event space, resolving production gaps and recommending additions that improve functionality, flow, and the guest experience.
• Communicate directly with clients to manage routine design updates, maintaining accurate proposals and supporting materials while involving Event Designers when required.
• Coordinate purchasing, subrentals, and custom production requirements, ensuring all elements needed to deliver the approved design are secured and ready on time.
• Manage pre‑event logistics with clients, venues, and our team, ensuring arrangements support successful installation, event delivery, and strike.
• Drive coordination across creative, warehouse, and production teams, maintaining current project information and leading event readiness meetings to align requirements, deadlines, and responsibilities.
• Own the final handoff to Event Leads and production teams, providing clear event documentation, binders, and briefings so teams arrive prepared to execute the design.
• Manage post‑event close‑out, including client follow‑up, surveys and review requests, job‑costing inputs, and debrief findings that inform future work.
• Continuously improve planning tools, communication, and handoffs to reduce preventable errors and strengthen the connection between design and execution.

Who you are:

• Highly organized and detail-oriented, with consistent follow-through across many simultaneous events.
• A proactive problem solver who identifies missing details, brings solutions, and keeps work moving.
• A clear, confident communicator who builds trust with clients, vendors, and internal teams.
• Comfortable making decisions within your role and seeking input when changes affect design, cost, or production.
• Adaptable, collaborative, and steady under pressure, with a strong sense of urgency and ownership.
• Collaborative, communicative, and able to work well across departments and teams

Requirements:

• 3+ years of coordination, operations, or logistics experience in a fast‑paced environment; prior work in event production, hospitality events, or a related production setting is encouraged.
• Strong understanding of event production and how proposals, layouts, inventory, and venue conditions translate into installation and strike.
• Experience coordinating multiple projects and communicating directly with clients, vendors, and production teams.
• Proficiency in Microsoft Office, project management tools, and comfort maintaining shared files and workflow tools.
• Valid driver’s license and reliable transportation.

Why Bear?

Bear Event Design is a creative event design and rental company serving Denver and the Rocky Mountain region. We specialize in corporate events, experiential activations, and social celebrations, delivering high‑impact environments through thoughtful design and precise execution.

Our team operates at the pace of a production company with the mindset of a design studio—creating custom, elevated experiences across a high volume of events each year. We take pride in our collaborative culture, high standards, and commitment to delivering exceptional work.

• Creative, collaborative team focused on high‑impact work in the event space.
• Competitive compensation with Medical, Dental, & Vision Health Plans
• HSA with Annual Employer Contribution
• 401K with Employer Match
• Short Term Disability, Long Term Disability, and Life Insurance
• Generous PTO policy

Pay Range

• $65,000 - $85,000 depending on experience