Event Logistics Coordinator - Contract

Advoc8 • Charlotte, NC

2h • $60,000 - $75,000 • Onsite

About The Position

We are seeking an Event Logistics Coordinator with hands-on event experience to manage complex event kits from our facility while anticipating the needs of teams in the field. This role balances warehouse operations (60%) with planning, problem-solving, and client communication (40%). The ideal candidate understands that attention to detail in kit preparation is crucial for event success. This operations role requires a strong understanding of event production realities and involves collaboration with internal teams and direct client interaction regarding logistics planning and execution. The position is based in our Charlotte, NC warehouse facility and reports to the Director of Operations.

Requirements

• Event production experience, including on-site setup of brand activations, trade shows, or experiential programs.
• 2-5 years in event production, trade show coordination, or experiential marketing.
• Production/field work background, including physically assembling displays and managing event assets under pressure.
• Comfortable working in a warehouse environment and performing hands-on physical work.
• Experience with tech, entertainment, or consumer brand clients is preferred.
• Fluency in event production terminology (e.g., tension fabric displays, modular exhibits, retractable banners, activation elements).
• Understanding of on-site event challenges with limited time and tools.
• Ability to anticipate problems based on field experience.
• Knowledge of different packing requirements for various event types (controlled venue, festival, retail activation).
• Understanding of event logistics (load-in/load-out, shipping to venues, drayage, advance warehouses).
• Confident communication with clients regarding logistics, timelines, and production realities.
• Professional demeanor in meetings and email communication.
• Creative problem-solver.
• Ability to determine when to handle issues independently versus escalating to leadership.
• Strong follow-through.
• Very comfortable with Google Workspace (Sheets, Docs, Drive).
• Tech-savvy and able to quickly learn new systems (warehouse management software, shipping platforms).
• Detail-oriented and organized, capable of managing multiple concurrent programs.
• Ability to thrive in fast-paced environments with shifting priorities.
• Strong work ethic and willingness to be hands-on.
• Alignment with and commitment to ADVOC8’s core values.
• Extensive experience and demonstrated success in client relationship management.
• Ability to navigate conflict with an emphasis on transparency and diplomacy.
• Inspired by outside-the-box thinking that yields outstanding ROI for clients and projects.
• Ability to recognize situations requiring flexibility and craft creative solutions.

Nice To Haves

• Experience with tech, entertainment, or consumer brand clients is preferred.

Responsibilities

• Oversee preparation, packing, and quality control of event kits containing displays, branded elements, and activation materials.
• Ensure every component is included in event kits.
• 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.
• Troubleshoot packing challenges in real-time and find creative solutions.
• Keep warehouse areas orderly, assets properly stored, and inventory systems current.
• 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 field experience (tools, backup materials, assembly considerations).
• Proactively communicate shipment status and flag potential issues.
• Determine when to solve problems independently versus when to escalate to leadership.
• Build trust with clients through confident, clear communication about logistics realities.
• 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.

Benefits

• Compensation: $60-75K depending on experience
• Growth: Clear path into project/production management and operations leadership as programs scale
• Impact: Build operational systems and processes for a growing division serving major tech and entertainment brands
• Learning: Work cross-functionally with creative agency production team while developing logistics expertise
• Environment: Small collaborative team with direct access to leadership
• Clients: Support high-profile programs for YouTube, Google, TikTok, Niantic, and other innovative brands

What This Job Offers

• Career Level: Mid Level
• Education Level: No Education Listed