Logistics & Planning coordinator

Cardinal Security LLC; Newark (NJ); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a Logistics & Planning Coordinator to enhance the efficiency of their VIP security operations. This vital role involves managing resource allocation, coordinating travel logistics, and overseeing event preparations to ensure the highest safety standards. The ideal candidate will possess strong organizational and communication skills, with a proven track record in logistics or operational coordination. In this dynamic environment, you will collaborate closely with security teams and external partners, making a significant impact on the success of security operations. If you thrive in high-pressure situations and have a proactive mindset, this opportunity is perfect for you.

Benefits

Competitive salary

Health coverage

Dental coverage

Vision coverage

Professional growth opportunities

Supportive team culture

Qualifications

• 3+ years in logistics or operational coordination, preferably in security.
• Bachelor's degree in relevant field or equivalent experience required.

Responsibilities

• Manage resource allocation and scheduling for security operations.
• Coordinate travel logistics for VIPs and oversee event preparations.

Skills

Analytical Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Attention to Detail

Adaptability

Education

Bachelor's degree in Business Administration

Logistics or Supply Chain Management

Tools

Scheduling Software

Fleet Management Tools

Microsoft Office Suite

Collaborative Platforms (e.g., SharePoint, Teams, Slack)

Job description

Newark, United States | Posted on 01/10/2025

The Logistics & Planning Coordinator plays a pivotal role in ensuring seamless operations within our VIP security team. This position is responsible for managing resource allocation, coordinating travel arrangements, and overseeing event logistics to support secure movements and protective details. By maintaining close communication with security leadership and field teams, the Coordinator ensures that all resources—vehicles, personnel, equipment—are properly scheduled, documented, and deployed to uphold the highest levels of safety and efficiency.

Key Responsibilities

Resource Allocation & Scheduling

• Develop and maintain schedules for security personnel, vehicles, and equipment to ensure optimal coverage.
  
• Track the availability and readiness of assets (e.g., fleet vehicles, technical equipment) and allocate them based on operational needs.
  
• Coordinate with the Deputy Director of Security (Operations) to anticipate any special requirements or shifting priorities.
  

Travel & Transportation Coordination

• Arrange travel logistics for VIPs, including flight bookings, ground transportation, and hotel accommodations in collaboration with protective teams.
  
• Work with local authorities and event venues to map secure travel routes, confirm parking permissions, and manage access credentials.
  
• Maintain a real-time overview of all active and upcoming travel schedules, ensuring alignment with security protocols.
  

Event & Venue Logistics

• Coordinate on-site preparations for events—liaising with venue managers, caterers, and third-party vendors to guarantee secure access points and restricted areas.
  
• Oversee setup and breakdown of security checkpoints, credentialing stations, and any equipment required for crowd management.
  
• Collaborate with the Ground Operations Manager to align event logistics with security team deployment and rapid response planning.
  

Inventory & Procurement

• Monitor stock levels of essential supplies (e.g., protective gear, medical kits, communication devices) and initiate timely procurement or replenishment.
  
• Maintain detailed records of equipment inventory, conducting regular audits to confirm readiness and compliance with safety standards.
  
• Manage vendor relationships for equipment maintenance, repairs, and deliveries, ensuring minimal downtime or operational disruption.
  

Documentation & Compliance

• Prepare and update logistical documentation—such as travel itineraries, equipment checklists, and venue layouts—ensuring accuracy and consistency.
  
• Record and archive all relevant logistics data for post-incident analysis, budgeting, and legal compliance.
  
• Enforce organizational policies, including confidentiality measures and chain-of-custody protocols for sensitive material.
  

Communication & Coordination

• Act as a central liaison between security leadership, close protection teams, and external partners (e.g., hotel management, event planners).
  
• Provide regular status updates on logistical operations, highlighting potential bottlenecks or emergent needs.
  
• Facilitate interdepartmental communication to ensure alignment of ground, air, and tech security measures with overall logistical plans.
  
• Evaluate the efficiency and effectiveness of existing logistics workflows, identifying areas for enhancement.
  
• Implement best practices to streamline processes, enhance resource management, and improve safety outcomes.
  
• Stay informed of industry trends, emerging technologies, and relevant regulations that could impact logistics planning.
  

Requirements

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related field (or equivalent experience).
  
• 3+ years of experience in a logistics or operational coordination role, preferably within security, law enforcement, military, or event management environments.
  

Technical Proficiency

• Experience using scheduling software, fleet management tools, or inventory tracking systems.
  
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with collaborative platforms (e.g., SharePoint, Teams, Slack).
  

Analytical & Organizational Skills

• Strong ability to multitask and handle complex scheduling demands under tight deadlines.
  
• Attention to detail in maintaining accurate records and documenting changes to operational plans.
  
• Problem-solving skills to quickly reassign resources and adapt to last-minute changes or emergencies.
  

Communication & Interpersonal Skills

• Clear, concise communication skills for interacting with internal teams, vendors, and external stakeholders.
  
• Professional demeanor when representing the organization in high-pressure or public-facing scenarios.
  
• Ability to build strong working relationships across diverse teams and cultural backgrounds.
  

Additional Considerations

• Experience in VIP protection or private security logistics is highly advantageous.
  
• Knowledge of basic security protocols, emergency procedures, and transportation regulations is desirable.
  
• A security clearance or the ability to obtain one may be required, depending on client contracts.
  

Personal Attributes

• Attention to Detail: Ensures every aspect of logistics—from scheduling to equipment allocation—is accurately accounted for, minimizing risk.
  
• Adaptability: Quickly adjusts to shifting priorities or unforeseen challenges, maintaining composure under pressure.
  
• Proactive Mindset: Anticipates future requirements, identifies potential bottlenecks, and proposes practical solutions before issues escalate.
  
• Team Player: Collaborates seamlessly with both leadership and field teams, fostering a culture of mutual support and respect.
  

What We Offer

• Competitive salary commensurate with experience and qualifications.
  
• Comprehensive benefits package, including health, dental, and vision coverage.
  
• Opportunities for professional growth and skills development within a dynamic security environment.
  
• A supportive team culture that values initiative, communication, and operational excellence.