Design & Logistics Coordinator

Bear Event Design•Denver, CO

10d•Onsite

About The Position

As a Design & Logistics Coordinator at Bear, you ensure event designs are accurate, complete, and ready for production. After the design concept and client expectations are established, you manage ongoing coordination, including small edits, product sourcing, and keeping clients and departments aligned through execution and close-out. You support 20–40 active events per month, reviewing designs for readiness approximately six weeks before each event and coordinating final logistics and documentation during the last three weeks. This is an operations-focused role requiring production knowledge, strong client communication, and the ability to turn evolving details into clear, executable plans. You report to the Lead Event Designer and work closely with Event Designers and Warehouse, Production, Graphics, Floral, and Fabrication teams. This is an in-person office role with occasional on-site event support.

Requirements

At least 3 years of coordination, operations, or logistics experience in a fast-paced environment.
Strong understanding of event production and how proposals, layouts, inventory, and venue conditions translate into installation and strike.
Experience coordinating multiple projects and communicating directly with clients, vendors, and production teams.
Proficiency in Microsoft Office and project management tools, and comfort maintaining shared files and workflow tools.
Valid driver’s license and reliable transportation.
Highly organized and detail-oriented, with consistent follow-through across simultaneous events.
Proactive problem-solving skills, including identifying missing details, proposing solutions, and keeping work moving.
Clear, confident communication skills and the ability to build trust with clients, vendors, and internal teams.
Ability to make decisions within the role and seek input when changes affect design, cost, or production.
Adaptability, collaboration, composure under pressure, urgency, and ownership.

Nice To Haves

Prior work in event production, hospitality events, or a related production setting is encouraged.

Responsibilities

Refine and quality-check established event designs to ensure proposals are cohesive, accurate, complete, and ready for execution.
Evaluate how designs will function in event spaces, resolve production gaps, and recommend additions that improve functionality, flow, and guest experience.
Communicate directly with clients about routine design updates, maintaining accurate proposals and supporting materials and involving Event Designers when required.
Coordinate purchasing, subrentals, and custom production requirements so all elements needed for the approved design are secured and ready on time.
Manage pre-event logistics with clients, venues, and internal teams to support installation, event delivery, and strike.
Coordinate across creative, warehouse, and production teams; maintain current project information; and lead event-readiness meetings to align requirements, deadlines, and responsibilities.
Manage final handoffs to Event Leads and production teams, providing clear event documentation, binders, and briefings.
Manage post-event close-out, including client follow-up, surveys and review requests, job-costing inputs, and debrief findings.
Improve planning tools, communication, and handoffs to reduce preventable errors and strengthen the connection between design and execution.