Logistics Coordinator - Events & Conferences (Non-Supply Chain)

TECHTRANS INTERNATIONAL

Houston (TX)

Hybrid

USD 55,000 - 75,000

Full time

3 days ago

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Job summary

TechTrans International seeks an organized Logistics Coordinator to support planning, coordination, and execution of training events. Remote options are available, with Houston, TX preferred.

You will manage vendor relationships, budgets, and comprehensive event documentation to ensure compliant, successful events. Ideal candidates excel at communication, project coordination, and handling multiple priorities under tight deadlines while maintaining high service standards for government and

Qualifications

Eligible for CAC issuance.
Ability to manage multiple events with accuracy and organization.
Strong written and verbal communication skills.
Coordinate multiple projects and deadlines.
Detail-oriented with attention to accuracy.
Vendor sourcing, coordination, and negotiation skills.
Budget monitoring and expense reconciliation capabilities.
Proficient with enterprise systems and event coordination tools.

Responsibilities

Coordinate planning and execution of training events.
Identify, vet, and contract qualified vendors; review & negotiate service agreements.
Monitor budgets, verify invoices, and maintain documentation per SOPs and regulations.
Maintain event records across systems and track milestones, deadlines and rosters.
Ensure all contracted services are in place and provide final logistics details.

Skills

CAC eligibility

Multitasking

Organizational skills

Communication skills

Project coordination

Detail-oriented

Vendor negotiation

Budget monitoring

Tools

Microsoft Outlook

Microsoft Excel

Adobe Acrobat Pro

Job description

TechTrans International provides language services and travel logistics – language teaching, interpreting, translating, travel coordination and much more. We have international offices, staff and clients calling us from around the world.

We are seeking a highly organized, detail-oriented Logistics Coordinator to support the planning, coordination, and execution of training events. Please note while Houston, TX is preferred, remote candidates will also be considered.

The Logistics Coordinator will manage multiple event requirements simultaneously, commercial vendors, venues, and internal program management to ensure successful event delivery. This position is responsible for coordinating logistical services, managing vendor relationships, monitoring budgets, maintaining accurate event documentation, and ensuring all arrangements comply with established contract requirements, government regulations, and program Standard Operating Procedures (SOPs).

The ideal candidate is a proactive problem-solver with strong communication, organizational, customer service, and project coordination skills who can manage competing priorities and meet strict deadlines.

Essential Duties and Responsibilities

1. Event Coordination

Coordinate the logistical planning and execution of assigned training events.

Initiate communication with event representatives to obtain and verify event requirements, schedules, participant information, and logistical needs.

Review event profile information in operational and information systems to ensure all required details are received and documented.

Develop event layout in accordance with received government requirements, estimated budgets and vendor contracts.

Manage multiple events simultaneously while maintaining established planning timelines.

Communicate outstanding requirements and event status updates to stakeholders and management.

Prepare and distribute final event layout and logistical instructions before event execution.

2. Vendor Sourcing and Contract Coordination

Identify, research, and coordinate qualified vendors to support event requirements.

Request, review, and coordinate vendor quotations, proposals, service agreements, and contracts.

Negotiate competitive pricing and favorable contract terms and conditions.

Coordinate contract reviews and required approvals with Procurement.

Maintain professional relationships with vendors and ensure contracted services meet established requirements.

Verify vendor service details, onsite points of contact, and contingency arrangements.

3. Budget Management and Compliance

Monitor estimated and actual event expenses to ensure compliance with applicable budget limits, per diem requirements, and reasonableness.

Verify vendor invoices, receipts, quantities, and supporting documentation before processing payments.

Ensure all logistical arrangements comply with applicable SOPs, contract requirements, Federal Acquisition Regulations (FAR), Joint Travel Regulations (JTR), and other applicable government requirements.

Maintain accurate financial and contractual records for assigned events.

6. Event Documentation and Systems Management

Maintain accurate, up-to-date event information and organized records of contracts, invoices, receipts, and related supporting documentation across enterprise systems and information portals.

Track event milestones, deadlines, vendor confirmations, participant rosters, and service orders.

Update event statuses as planning progresses and milestones are completed.

7. Event Execution and Closeout

Confirm that all contracted services and arrangements are in place before each event.

Provide final logistical details and coordination information to government representatives.

Request final vendor invoices and collect receipts and supporting documentation.

Reconcile actual event expenses, maintain accurate records in enterprise systems and information portals, and complete all assigned event closeout requirements.

8. Customer Service and Communication

Establish and maintain professional working relationships with government representatives, vendors, and internal team members.

Provide timely and professional responses to internal and external inquiries and logistical requests.

Communicate event requirements, deadlines, changes, and potential challenges clearly and professionally.

Demonstrate a customer-focused approach while maintaining compliance with contractual and government requirements.

Required Skills and Competencies

Eligible for issuance of a Common Access Card (CAC).

Ability to effectively manage multiple events simultaneously while maintaining accuracy, organization, and attention to detail.

Strong organizational and time-management skills.

Excellent written and verbal communication skills.

Ability to coordinate multiple projects and competing deadlines.

Strong attention to detail and accuracy.

Vendor sourcing, coordination, and negotiation skills.

Budget monitoring and expense reconciliation capabilities.

Proficiency in enterprise systems and applications, including but not limited to Microsoft Outlook, Microsoft Excel, and Adobe Acrobat Pro.

Ability to learn and navigate web-based project management and event coordination systems and information systems.

Strong problem-solving, critical thinking, and decision-making abilities.

Ability to work independently and collaboratively.

Commitment to professionalism, accountability, and customer service.

Ability to handle sensitive business and government-related information appropriately.

Preferred Qualifications

5 years or more experience coordinating conferences, training events, corporate meetings, government-supported programs, project coordination, procurement, and vendor management.