Event Logistics Coordinator

The Event Lounge, LLC; Dallas, Northern (TX, KY); Hybrid; USD 34,000 - 39,000; Full time

Job summary

The Event Lounge, LLC seeks an Event Logistics Coordinator to manage warehouse readiness and on-site support for events in Dallas area. You will coordinate inventory, equipment, vehicles, and crew from prep through load-out and return, keeping all teams aligned for smooth execution.

Responsibilities include coordinating with Operations, Floral, and Warehouse teams; tracking changes; and ensuring accurate counts and timely communications.

Qualifications

• 2+ years of experience in event production, logistics, warehouse operations, or a related environment.
• Strong organizational skills, attention to detail, and commitment to accuracy and follow-through.
• Ability to prioritize and coordinate multiple events, deadlines, and changing needs in a fast-paced environment.
• Strong communication and interpersonal skills with the ability to effectively coordinate across departments and with event crew members.
• Proactive problem-solving skills with the ability to anticipate logistical needs, identify issues, and adapt quickly as priorities change.
• Comfortable working in a physically active environment, including lifting and moving event inventory and standing for extended periods.
• Valid driver’s license and reliable transportation, with the flexibility to work occasional evenings and weekends based on event needs.

Responsibilities

• Maintain visibility into upcoming events and coordinate warehouse and logistical requirements based on event dates, complexity, staffing, and workload.
• Review event proposals, contracts, load lists, and other event documentation to identify inventory, equipment, staffing, and transportation requirements.
• Coordinate with Operations Managers, Floral, and Warehouse & Fulfillment to ensure events are properly prepared and ready for load-out.
• Track event changes and last-minute needs, ensuring updates are communicated to the appropriate teams and incorporated into event preparation.
• Proactively identify scheduling conflicts, transportation needs, inventory concerns, or other logistical issues and work with the appropriate team members to resolve them before they impact an event.
• Assist with loading and unloading event inventory as needed.
• Provide onsite support for larger or more complex event setups and strikes as needed.
• Maintain visibility into inventory preparation across Décor & Props, Floral, and Warehouse & Fulfillment to ensure event needs are progressing according to schedule.
• Coordinate the availability, organization, assignment, and flow of event carts, ensuring inventory from each department remains clearly separated, identifiable, and staged for the appropriate event.
• Verify event inventory and equipment against current event documentation prior to load-out, escalating discrepancies, shortages, or unresolved needs to the appropriate department or Operations Manager.
• Coordinate staging and loading priorities when multiple events are being prepared simultaneously to maintain an organized and efficient warehouse workflow.
• Confirm necessary operational equipment and support supplies, including blankets, wrap, straps, ladders, dollies, tools, and cleaning supplies, are prepared as needed.
• Coordinate the return and routing of event carts, inventory, and equipment to the appropriate departments following events.
• Coordinate event crew requirements and manage the weekly crew schedule based on upcoming event needs.
• Assign crew members to warehouse pulls, loading, event setups, strikes, and other operational needs as directed.
• Communicate schedules, call times, locations, assignments, and event-specific instructions to crew members.
• Monitor staffing needs and coordinate replacements or schedule changes as needed.
• Maintain clear and timely communication with crew members regarding assignments, changes, and expectations.
• Determine transportation requirements for upcoming events in coordination with Operations and Warehouse & Fulfillment.
• Coordinate TEL fleet vehicle assignments and secure rental trucks, vans, or other vehicles when additional capacity is required.
• Schedule rental vehicle pickups and returns and monitor rental periods and deadlines.
• Coordinate vehicle assignments based on event size, load requirements, timing, and availability.
• Communicate vehicle assignments, pickup information, and other transportation details to Operations Managers and crew members.

Skills

Event logistics

Organization

Communication

Problem solving

Team coordination

Job description

The Event Logistics Coordinator is responsible for coordinating the logistical preparation and warehouse readiness of events, from the initial inventory pull through load-out, return, and reconciliation. This role helps ensure each event is properly organized, accurately pulled, appropriately staffed, and prepared for successful execution.

The Event Logistics Coordinator serves as a central point of coordination between Operations, Warehouse & Fulfillment, and Floral, helping manage the flow of event inventory, equipment, vehicles, and crew in and out of the warehouse. This position is responsible for reviewing upcoming event needs, coordinating inventory pulls, managing event carts, verifying quantities and accuracy, coordinating crew schedules, and arranging TEL fleet vehicles and rental trucks as needed.

While this role is primarily warehouse-based, occasional onsite support may be required for larger or more complex event setups and strikes. Success in this role requires strong organization, attention to detail, communication, and follow-through, as well as the ability to manage multiple events, deadlines, and shifting priorities simultaneously.

Reports to: Director of Operations, VP of Warehouse & Fulfillment, and Floral Manager, depending on the area of responsibility.

Key Responsibilities

Event Preparation & Logistics

• Maintain visibility into upcoming events and coordinate warehouse and logistical requirements based on event dates, complexity, staffing, and workload.
• Review event proposals, contracts, load lists, and other event documentation to identify inventory, equipment, staffing, and transportation requirements.
• Coordinate with Operations Managers, Floral, and Warehouse & Fulfillment to ensure events are properly prepared and ready for load-out.
• Track event changes and last-minute needs, ensuring updates are communicated to the appropriate teams and incorporated into event preparation.
• Proactively identify scheduling conflicts, transportation needs, inventory concerns, or other logistical issues and work with the appropriate team members to resolve them before they impact an event.
• Assist with loading and unloading event inventory as needed.
• Provide onsite support for larger or more complex event setups and strikes as needed.

Event Inventory & Warehouse Readiness

• Maintain visibility into inventory preparation across Décor & Props, Floral, and Warehouse & Fulfillment to ensure event needs are progressing according to schedule.
• Coordinate the availability, organization, assignment, and flow of event carts, ensuring inventory from each department remains clearly separated, identifiable, and staged for the appropriate event.
• Verify event inventory and equipment against current event documentation prior to load-out, escalating discrepancies, shortages, or unresolved needs to the appropriate department or Operations Manager.
• Coordinate staging and loading priorities when multiple events are being prepared simultaneously to maintain an organized and efficient warehouse workflow.
• Confirm necessary operational equipment and support supplies, including blankets, wrap, straps, ladders, dollies, tools, and cleaning supplies, are prepared as needed.
• Coordinate the return and routing of event carts, inventory, and equipment to the appropriate departments following events.

Crew Coordination & Scheduling

• Coordinate event crew requirements with the Director of Operations and Operations Managers and manage the weekly crew schedule based on upcoming event needs.
• Assign crew members to warehouse pulls, loading, event setups, strikes, and other operational needs as directed.
• Communicate schedules, call times, locations, assignments, and event-specific instructions to crew members.
• Monitor staffing needs, proactively identify scheduling gaps or conflicts, and coordinate replacements or schedule changes as needed.
• Maintain clear and timely communication with crew members regarding assignments, changes, and expectations.

Truck & Transportation Coordination

• Determine transportation requirements for upcoming events in coordination with Operations and Warehouse & Fulfillment.
• Coordinate TEL fleet vehicle assignments and secure rental trucks, vans, or other vehicles when additional capacity is required.
• Schedule rental vehicle pickups and returns and monitor rental periods and deadlines.
• Coordinate vehicle assignments based on event size, load requirements, timing, and availability.
• Communicate vehicle assignments, pickup information, and other transportation details to Operations Managers and crew members.

Qualifications & Experience

Required

• 2+ years of experience in event production, logistics, warehouse operations, or a related environment.
• Strong organizational skills, attention to detail, and commitment to accuracy and follow-through.
• Ability to prioritize and coordinate multiple events, deadlines, and changing needs in a fast-paced environment.
• Strong communication and interpersonal skills with the ability to effectively coordinate across departments and with event crew members.
• Proactive problem-solving skills with the ability to anticipate logistical needs, identify issues, and adapt quickly as priorities change.
• Comfortable working in a physically active environment, including lifting and moving event inventory and standing for extended periods.
• Valid driver’s license and reliable transportation, with the flexibility to work occasional evenings and weekends based on event needs.

Preferred

• Experience in event production or event rental environments
• Experience coordinating event crews or employee schedules
• Experience coordinating rental trucks or fleet vehicles
• Familiarity with inventory management, scheduling, or asset-tracking software
• Forklift or warehouse equipment experience, if applicable

Compensation & Schedule

• 40 hours per week.
• Starting hourly rate: $25.00 – $28.00 per hour.
• Begins as a contractor position with the opportunity to transition to a full-time hourly role with benefits after a 60 to 90-day introductory period, based on performance and business needs.
• Schedule may vary based on event needs and may occasionally include evenings and weekends.

This role is based primarily in a warehouse and event production environment and requires regular coordination between Operations, Warehouse & Fulfillment, Floral, and event crew members. The position is both administrative and hands-on and requires the ability to move between planning, scheduling, inventory preparation, warehouse activity, and occasional onsite event support as needed.