Logistics Coordinator

Ultimate Jet Vacations•Stratton, VT

33d

About The Position

The Logistics Coordinator, Advisor Partnerships plays a key role in supporting UJV’s growth by managing the logistical details that drive our business development efforts. From coordinating industry events and familiarization (FAM) trips to organizing reporting, invoices, and client gifting, this role ensures that every initiative runs smoothly. The Coordinator will work closely with the Head of Business Development, Directors, and partners to deliver seamless experiences that strengthen relationships and support long-term business success.

Requirements

2–4 years of experience in coordination, logistics, events, or a similar role (hospitality, travel, or business development support experience is a plus).
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent communication skills, with fluency in English (written and spoken).
Tech-savvy with experience using platforms such as Zoom, CRM tools, reporting dashboards (Tableau experience preferred), and itinerary management tools (FamGuru experience is a plus).
Detail-oriented with strong record-keeping and documentation habits.
Comfortable working both independently and collaboratively in a fast-paced environment.
A proactive problem-solver who can anticipate needs and follow through on tasks with minimal oversight.

Responsibilities

Organize and coordinate company participation in networking events, trade shows, and conferences, including managing invitations, RSVPs, registrations, and event materials.
Ensure logistics are handled in advance and follow-up is completed afterward.
Work closely with Product and UJV’s partners to develop detailed itineraries that include flights, accommodations, transportation, and activities.
Utilize FamGuru for itinerary management and agent communication.
Conduct post-trip follow-up by gathering feedback from participants to strengthen relationships and encourage repeat business.
Maintain accurate and organized records of all client information, bookings, invoices, and financial transactions related to FAMs and other events.
Support client gifting (flowers, e-gift cards, branded items) and assist with year-end gift purchasing.
Assist in the organization and preparation for webinars (registration, Zoom setup, materials).
Collaborate with the Head of Business Development and Directors on special projects and tasks as needed.
Assist with override tracking and reporting.
Organize and maintain records of invoices and signed agreements.
Run production reports from Tableau and other platforms to support account reviews and client meetings.