Event Logistics Coordinator - Contract

About the role

This role bridges event production reality and warehouse operations - you'll manage complex event kits from our facility while anticipating what teams need in the field. You'll spend 60% of your time on the warehouse floor ensuring kits are packed correctly, labeled clearly, and ready to ship, and 40% planning, problem-solving, and interfacing with clients about logistics.

Responsibilities

• Event Kit Management & Warehouse Operations (60%)
  • Oversee preparation, packing, and quality control of event kits containing displays, branded elements, and activation materials
  • Ensure every component is included - because you know what it's like to unpack a kit on-site and find something missing
  • Direct warehouse associates and temps on daily kit assembly, following pull lists and pack lists
  • Maintain warehouse organization systems for complex, multi-component event assets
  • Label and organize kits using event production nomenclature (not just "box 1, box 2")
  • Troubleshoot packing challenges in real-time - figure out creative solutions when plan A doesn't work
  • Keep warehouse areas orderly, assets properly stored, and inventory systems current
• Client Communication & Strategic Planning (30%)
  • Interface directly with clients about production logistics, shipment timelines, and specifications
  • Participate in planning calls to understand event needs and translate them into warehouse execution
  • Anticipate on-site requirements based on your field experience (tools, backup materials, assembly considerations)
  • Proactively communicate shipment status and flag potential issues before they become problems
  • Know when you can solve problems independently vs. when to escalate
  • Build trust with clients through confident, clear communication about logistics realities
• Cross-Functional Collaboration & Systems (10%)
  • Work daily within Google Workspace and warehouse management systems
  • Collaborate with ADVOC8's event production team on program planning and execution requirements
  • Create and maintain documentation for recurring event programs
  • Track kit inventory, flag reorder needs, and manage asset lifecycle
  • Troubleshoot tech issues and adapt to new platforms quickly
  • Identify process improvements to increase efficiency and reduce errors

Requirements

You've been in the trenches at events and know what it's like to unpack a kit on-site. You have 2-5 years of event production, trade show coordination, or experiential marketing experience. You have a production/field work background and are comfortable working in a warehouse environment. You speak the language: tension fabric displays, modular exhibits, retractable banners, activation elements. You understand event logistics (load-in/load-out, shipping to venues, drayage, advance warehouses).

Qualifications

• Very comfortable with Google Workspace (Sheets, Docs, Drive)
• Tech-savvy and can quickly learn new systems (warehouse management software, shipping platforms)
• Detail-oriented and organized - you can manage multiple concurrent programs without dropping balls
• Thrives in fast-paced environments with shifting priorities
• Strong work ethic and willingness to be hands-on
• Aligned with and committed to ADVOC8’s core values; represents them in daily work

Skills

• Better Together - Collaborative soul who’s open to new ideas, sharing successes and being part of a team
• Level Up - High standards, never settling for the status quo or what we did last time
• Hustle Smarter - Entrepreneurial, roll-up-your-sleeves spirit, tempered by the courage to identify smarter ways of doing things
• Embrace Change - Recognize situations that require flexibility and craft creative solutions on the fly

Benefits

Compensation: $60-75K annual depending on experience

Pay

Compensation: $60-75K annual depending on experience

Schedule

In-person role with daily warehouse presence required