Logistics Coordinator - Special Events & Conferences (Non-Supply Chain)
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TechTrans International Logistics Coordinator - Special Events & Conferences (Non-Supply Chain)
Description
Logistics Coordinator
TechTrans International provides language services and travel logistics – language teaching, interpreting, translating, travel coordination and much more. We have international offices, staff and clients calling us from around the world.
We are seeking a highly organized, detail-oriented Logistics Coordinator to support the planning, coordination, and execution of training events. Please note while Houston, TX is preferred, remote candidates will also be considered.
The Logistics Coordinator will manage multiple event requirements simultaneously, commercial vendors, venues, and internal program management to ensure successful event delivery. This position is responsible for coordinating logistical services, managing vendor relationships, monitoring budgets, maintaining accurate event documentation, and ensuring all arrangements comply with established contract requirements, government regulations, and program Standard Operating Procedures (SOPs).
The ideal candidate is a proactive problem-solver with strong communication, organizational, customer service, and project coordination skills who can manage competing priorities and meet strict deadlines.
Essential Duties and Responsibilities
1. Event Coordination
- Coordinate the logistical planning and execution of assigned training events.
- Initiate communication with event representatives to obtain and verify event requirements, schedules, participant information, and logistical needs.
- Review event profile information in operational and information systems to ensure all required details are received and documented.
- Develop event layout in accordance with received government requirements, estimated budgets and vendor contracts.
- Manage multiple events simultaneously while maintaining established planning timelines.
- Communicate outstanding requirements and event status updates to stakeholders and management.
- Prepare and distribute final event layout and logistical instructions before event execution.
2. Vendor Sourcing and Contract Coordination
- Identify, research, and coordinate qualified vendors to support event requirements.
- Request, review, and coordinate vendor quotations, proposals, service agreements, and contracts.
- Negotiate competitive pricing and favorable contract terms and conditions.
- Coordinate contract reviews and required approvals with Procurement.
- Maintain professional relationships with vendors and ensure contracted services meet established requirements.
- Verify vendor service details, onsite points of contact, and contingency arrangements.
3. Budget Management and Compliance
- Monitor estimated and actual event expenses to ensure compliance with applicable budget limits, per diem requirements, and reasonableness.
- Verify vendor invoices, receipts, quantities, and supporting documentation before processing payments.
- Ensure all logistical arrangements comply with applicable SOPs, contract requirements, Federal Acquisition Regulations (FAR), Joint Travel Regulations (JTR), and other applicable government requirements.
- Maintain accurate financial and contractual records for assigned events.
6. Event Documentation and Systems Management
- Maintain accurate, up-to-date event information and organized records of contracts, invoices, receipts, and related supporting documentation across enterprise systems and information portals.
- Track event milestones, deadlines, vendor confirmations, participant rosters, and service orders.
- Update event statuses as planning progresses and milestones are completed.
7. Event Execution and Closeout
- Confirm that all contracted services and arrangements are in place before each event.
- Provide final logistical details and coordination information to government representatives.
- Request final vendor invoices and collect receipts and supporting documentation.
- Reconcile actual event expenses, maintain accurate records in enterprise systems and information portals, and complete all assigned event closeout requirements.
8. Customer Service and Communication
- Establish and maintain professional working relationships with government representatives, vendors, and internal team members.
- Provide timely and professional responses to internal and external inquiries and logistical requests.
- Communicate event requirements, deadlines, changes, and potential challenges clearly and professionally.
- Demonstrate a customer-focused approach while maintaining compliance with contractual and government requirements.
Required Skills and Competencies
- Eligible for issuance of a Common Access Card (CAC).
- Ability to effectively manage multiple events simultaneously while maintaining accuracy, organization, and attention to detail.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to coordinate multiple projects and competing deadlines.
- Strong attention to detail and accuracy.
- Vendor sourcing, coordination, and negotiation skills.
- Budget monitoring and expense reconciliation capabilities.
- Proficiency in enterprise systems and applications, including but not limited to Microsoft Outlook, Microsoft Excel, and Adobe Acrobat Pro.
- Ability to learn and navigate web-based project management and event coordination systems and information systems.
- Strong problem-solving, critical thinking, and decision-making abilities.
- Ability to work independently and collaboratively.
- Commitment to professionalism, accountability, and customer service.
- Ability to handle sensitive business and government-related information appropriately.
Preferred Qualifications
- 5 years or more experience coordinating conferences, training events, corporate meetings, government-supported programs, project coordination, procurement, and vendor management.
- CGMP / CMP certification.
- Familiarity with government contracting, Federal Acquisition Regulations (FAR), or Joint Travel Regulations (JTR).
- Experience with budgeting, invoice reconciliation, and contract administration.
Performance Expectations
- Meet established event logistics coordination and execution deadlines.
- Maintain accurate and complete event records.
- Ensure vendor services are properly sourced, coordinated, and confirmed.
- Demonstrate responsible budget management and cost-conscious decision-making.
- Maintain compliance with established SOPs and contractual requirements.
- Deliver consistent, high-quality customer service.
- Proactively identify and resolve logistical challenges.
- Successfully coordinate multiple events while maintaining quality and operational efficiency.
Candidate must require no sponsorship now or at any time in the future.
Placement agencies and outside recruiters need not respond.
Interested employees must submit a resume including a brief narrative concerning your work experience relative to this job classification. Please complete our on-line application at www.tti-corp.com, click on 'Careers.'