Coordinator, Event Logistics & Inventory, University Events & Experience

University of Texas at Austin-posted 24 days ago
Full-time • Entry Level
Onsite • Austin, TX
5,001-10,000 employees
Educational Services
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The Coordinator of Event Logistics & Inventory plays a vital role in supporting the University Events & Experience team by ensuring the smooth execution of events through meticulous management of inventory, set-up, strike and logistical operations. This position is responsible for tracking and documenting all assets used for events, coordinating the preparation, staging, and installation of necessary items, and maintaining accurate records to promote accountability and installation of necessary items, and maintaining accurate records to promote accountability and financial stewardship. By overseeing both the movement and condition of inventory, the Coordinator helps guarantee that event setups are efficient, assets are available and in good condition, and all logistical needs are met to create outstanding event experiences for the university community. This is a hand-on, labor-intensive role requiring coordination of multiple set-ups and teardowns across concurrent activities.

  • Document and track all assets used for university events, including movement, condition, destination, and duration.
  • Manage inventory prep, staging, restocking, and retrievals to ensure efficient setups and returns.
  • Inspect returned assets for damage and coordinate replacements or restocking as necessary.
  • Monitor consumable supplies and notify teams to prevent shortages.
  • Manage delivery, set-up, installation and strike of event assets/rentals for both on- and off-campus events.
  • Conduct monthly inventory audits, maintain organization and safety in storage areas, and dispose of expired items appropriately.
  • Mentor and coordinate daily duties of designated student workers and contract workers as assigned.
  • Other related duties and functions, as assigned.
  • Minimum of two years in a similar role.
  • Exceptional organizational, interpersonal, and communication skills, with a demonstrated ability to manage competing priorities with discretion and grace.
  • Proficiency in Microsoft Office Suite, calendar and project inventory management systems.
  • Ability to exercise sound judgement and adapt to shifting demands in a fast-paced environment.
  • Enthusiasm for supporting inclusive, high-impact events and experiences that advance the mission of UT Austin.
  • Ability to lift 75lbs or more.
  • Ability to work nights, weekends, and travel.
  • Three or more years of experience supporting event logistics and inventory management at a luxury venue or with a luxury vendor.
  • Demonstrated ability to collaborate effectively with cross-functional teams and stakeholders.
  • Demonstrated proficiency with inventory management software and expertise in process optimization strategies.
  • Strong analytical skills and attention to detail in managing complex inventories.
  • Ability to proactively identify opportunities for process improvement and implement solutions.
  • Knowledge of safety standards and best practices for storage and handling of materials.
  • The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.
  • Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.
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