Operations & Logistics Manager

KCD; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

KCD is seeking an Operations & Logistics Manager to keep our production engine running smoothly, coordinating freelancers, vendors, schedules, and logistics across concurrent projects. You will build systems and tools that ensure repeatable delivery, working closely with senior production leadership to bring structure and continuous improvement to every stage.

You will own staffing, onboarding, and vendor compliance, while tracking spend and schedules to ensure on-time, on-budget project

Qualifications

• 5+ years in operations, logistics, or project management.
• Proven track record of building and improving processes, workflows, and systems.
• Experience managing vendors, contractors, or freelance staff.
• Working knowledge of budget tracking, purchasing, and invoicing.
• Advanced Excel or Google Sheets skills.
• Comfortable with project management and scheduling platforms (Asana, Monday, Smartsheet, or similar).
• Highly organized with exceptional attention to detail.
• Clear, proactive communicator who works well across teams.
• Ability to manage multiple projects and shifting priorities under tight deadlines.
• Solution focused approach to problem solving.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience in event, experiential, or live production a plus, but not required
• Ability to travel as needed for projects.

Responsibilities

• Uphold Agency brand standards in vendor and freelancer interactions.
• Partner with Producers and project Directors to support on time and on budget delivery.
• Keep information moving clearly between production, finance, and creative teams.
• Serve as the go to contact for vendors and freelancers on scheduling, logistics, and paperwork.
• Source, book, and onboard freelancers against project staffing plans.
• Maintain freelancer schedules, availability, rates, and performance records.
• Manage vendor onboarding, agreements, insurance certificates, and compliance documentation.
• Track staffing and vendor spend against budget and flag variances early.
• Own the production calendar and resource allocation across concurrent projects, especially during peak periods.
• Coordinate shipping, freight, travel, accommodations, and onsite and offsite logistics.
• Manage tracking of Agency owned equipment, materials, and inventory.
• Support project setup and closeout, including onboarding, purchase orders, invoicing, and wrap reporting.
• Document, standardize, and continually improve operational workflows and SOPs.
• Build and maintain trackers, templates, and reports that give leadership clear visibility into staffing, spend, and schedules.
• Identify manual or repetitive tasks and implement automation or better tools.
• Evaluate and roll out new platforms that improve efficiency across the production team.

Skills

Vendor management

Budget tracking

Excel/Google Sheets

Project management tools

Documentation & SOPs

Organizational skills

Communication

Scheduling

Cross-team collaboration

Problem solving

Tools

Asana

Monday

Smartsheet

Job description

DESCRIPTION

The Operations & Logistics Manager keeps the Agency's production engine running smoothly. This role coordinates freelance staffing, vendors, schedules, and logistics across concurrent projects, and builds the systems, processes, and tools that make delivery consistent and repeatable. Working closely with senior production leadership, they bring structure, clear documentation, and a continuous improvement mindset to every stage of production.

RESPONSIBILITIES

Collaboration & Communication

• Uphold Agency brand standards in all vendor and freelancer interactions.

• Partner with Producers and project Directors to support on time and on budget delivery.

• Keep information moving clearly between production, finance, and creative teams.

• Serve as the go to contact for vendors and freelancers on scheduling, logistics, and paperwork.

Team & Vendor Coordination

• Source, book, and onboard freelancers against project staffing plans.

• Maintain freelancer schedules, availability, rates, and performance records.

• Manage vendor onboarding, agreements, insurance certificates, and compliance documentation.

• Track staffing and vendor spend against budget and flag variances early.

Operations & Logistics

• Own the production calendar and resource allocation across concurrent projects, especially during peak periods.

• Coordinate shipping, freight, travel, accommodations, and onsite and offsite logistics.

• Manage tracking of Agency owned equipment, materials, and inventory.

• Support project setup and closeout, including onboarding, purchase orders, invoicing, and wrap reporting.

Process & Systems Improvement

• Document, standardize, and continually improve operational workflows and SOPs.

• Build and maintain trackers, templates, and reports that give leadership clear visibility into staffing, spend, and schedules.

• Identify manual or repetitive tasks and implement automation or better tools.

• Evaluate and roll out new platforms that improve efficiency across the production team.

QUALIFICATIONS

• 5+ years in operations, logistics, or project management

• Proven track record of building and improving processes, workflows, and systems

• Experience managing vendors, contractors, or freelance staff

• Working knowledge of budget tracking, purchasing, and invoicing

• Advanced Excel or Google Sheets skills

• Comfortable with project management and scheduling platforms (Asana, Monday, Smartsheet, or similar)

• Highly organized with exceptional attention to detail

• Clear, proactive communicator who works well across teams

• Ability to manage multiple projects and shifting priorities under tight deadlines

• Solution focused approach to problem solving

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)

• Experience in event, experiential, or live production a plus, but not required

• Ability to travel as needed for projects