Events Logistics Coordinator

Job Title : Events Logistics Coordinator

Department : Events & Logistics

Reports to : Events Manager / Operations Manager

Job Purpose :

The Events Logistics Coordinator is responsible for planning, coordinating, and executing all logistical aspects related to company events. This includes managing event inventory, ensuring smooth communication with clients and suppliers, coordinating with internal teams, and maintaining high standards in event delivery. The role also supports marketing efforts, administrative processes, and post-event evaluations to ensure client satisfaction and operational excellence.

Key Responsibilities & Performance Areas

1. Event Marketing & Relationship Management (20%)

• Identify and contact potential new events and clients.
• Maintain an up-to-date marketing and events database with monthly reporting to management.
• Coordinate the planning and visibility of events using visual management tools.
• Build and maintain strong relationships with event stakeholders, clients, and service providers.

2. Client Service & Communication (20%)

• Maintain accurate and timely communication with clients, colleagues, and service providers (via SMS, WhatsApp, or email).
• Handle client inquiries by collecting contact information first and confirming accuracy with the client.
• Accurately process and pass on event bookings and client information to the logistics team.
• Ensure all parties are aligned on event logistics through proper checklists.
• Monitor event inventory levels and ensure adequacy before each event.

3. Administration (20%)

• Upload and verify client information to ensure accurate processing by the Finance Office.
• Prepare and process quotes as per company policy - accurate, timely, and complete.
• Ensure all documentation (liaising records, inspections, reports) is up to date and accurately maintained.
• Handle pre and post-event inspections and ensure compliance with standards.
• Prepare and submit accurate event reports as required.

4. Event Logistics Management (40%)

• Plan and manage all logistical aspects of event routes and transport between depots.
• Communicate clearly and regularly with depot managers and the event team to ensure optimal operations.
• Handle ad hoc event challenges quickly and effectively, balancing client satisfaction with cost efficiency.
• Monitor stock levels, allocation, and movement to ensure availability where needed.
• Lead and coordinate operational staff during events to ensure work is performed according to standard.
• Ensure all event equipment and inventory meet company standards before and after events.

Key Skills:

• Excellent communication and interpersonal skills
• Strong organizational and multitasking abilities
• Attention to detail and accuracy
• Proficiency in planning tools and basic inventory management
• Ability to work under pressure and solve problems efficiently
• Client-focused mindset with a high standard of service delivery

Minimum Requirements:

• National Diploma in Logistics, Events Management, Business Administration, or related field.
• 2-3 years of experience in logistics, event coordination, or a similar role.
• Knowledge of Visual Management Tools and SOPs is advantageous.
• Valid driver’s license.

TO APPLY :

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