Event Logistics Coordinator

Placements24; Bloemfontein; Hybrid; ZAR 248,000 - 358,000; Part time

Benefits offered by this job

Remote work

Contract role

Job summary

Placements24 is seeking an experienced Event Logistics Coordinator to oversee on-ground and remote operations for events across Bloemfontein and the Free State region. This role emphasizes meticulous planning, vendor coordination, and clear stakeholder communication.

You will manage transportation, accommodation, equipment logistics, and run sheets, collaborating with clients and internal teams while traveling to sites as needed. Remote work flexibility is provided.

Qualifications

• Minimum 3 years of event coordination or logistics experience.
• Proven ability to manage multiple vendors and stakeholders.
• Excellent organizational and communication skills; calm under pressure.
• Proficient with Excel; familiarity with event management software is a plus.

Responsibilities

• Coordinate venue liaison, vendor bookings, and scheduling.
• Oversee transportation, accommodation, and equipment logistics.
• Develop run sheets and logistics plans for events.
• Liaise with clients, venues, and internal teams for clear communication.
• Troubleshoot logistics challenges before and during events.
• Maintain event documentation including contracts and permits.
• Conduct site visits and assess venue feasibility.
• Support post-event analysis for efficiencies.

Skills

Vendor management

Organization

Communication

Problem-solving

Tools

Excel

Event management software

Job description

About the Role

Our client, a dynamic event management agency specializing in corporate functions and private celebrations, is looking for a meticulous and proactive Event Logistics Coordinator to join their team remotely. This role is essential for ensuring the smooth and efficient execution of all logistical aspects of our client's diverse events across Bloemfontein and the broader Free State region. The Event Logistics Coordinator will be responsible for managing vendor bookings, coordinating transportation, overseeing equipment rentals, liaising with venues, and ensuring all operational elements are in place for successful events. The ideal candidate possesses exceptional organizational skills, a keen eye for detail, and a proven ability to manage complex schedules and multiple stakeholders. This is a remote role, offering flexibility while requiring dedication and strong communication skills to manage on-ground operations effectively.

Key Responsibilities

• Coordinate and manage all logistical elements for events, including venue liaison, vendor bookings, and scheduling.
• Oversee transportation and accommodation arrangements for staff, talent, and equipment as required.
• Manage equipment rentals, ensuring timely delivery, setup, and collection.
• Develop detailed event run sheets and logistical plans, ensuring all operational requirements are met.
• Liaise effectively with clients, vendors, venue managers, and internal teams to ensure clear communication and coordination.
• Troubleshoot and resolve logistical challenges that may arise before and during events.
• Manage event documentation, including contracts, permits, and insurance details.
• Maintain accurate inventory of event assets and manage their deployment and return.
• Conduct site visits (when necessary) and assessments to ensure venue suitability and logistical feasibility.
• Contribute to post-event analysis, focusing on logistical efficiencies and areas for improvement.

Requirements

• Minimum of 3 years of experience in event coordination, logistics management, or a similar role.
• Demonstrated experience in managing multiple event suppliers and vendors.
• Exceptional organizational and planning skills, with a proven ability to manage complex projects.
• Strong problem-solving abilities and the capacity to remain calm under pressure.
• Excellent communication and interpersonal skills, with the ability to build rapport with diverse stakeholders.
• Proficiency in Microsoft Office Suite, particularly Excel, and familiarity with event management software is a plus.
• Ability to work independently and manage time effectively in a remote work setting.
• A proactive approach to identifying potential issues and implementing solutions.
• Knowledge of event production and technical requirements is beneficial.
• Willingness to travel to event locations in and around Bloemfontein as needed for key planning or on-site supervision.

Benefits

This position offers the flexibility of remote work, with a competitive hourly rate or contractor fee commensurate with experience. Opportunities for growth within a reputable event management agency are available. The role provides exposure to a wide range of exciting events and the chance to develop comprehensive logistical management skills. Join a forward-thinking team that values efficiency, creativity, and client satisfaction.