Event Logistics Coordinator

Pop & Drop provides balloon, streamer, backdrop and disco ball services for weddings and social and corporate events in the Austin area and beyond. We aim to champion our clients by identifying their event decor goals and delivering high quality services for them and their guests.

This position requires a candidate with excellent communication skills, both written and verbal, as well the ability to build lasting and professional interpersonal relationships with team, clients, vendors and contractors. Accuracy, speed, and trustworthiness are IMPERATIVE to the success of this role. We would love to see this person grow with our company long-term.

Objective

The Event Logistics Coordinator reports directly to the Director of Operations. This position is responsible for the internal flow of traffic for information, communication, event logistics, task management, and general business support.

The Event Logistics Coordinator is a doer for team Pop & Drop, but is also adept at holding others accountable, identifying holes in processes, and is highly organized. Ability to take verbal direction and turn ideas into actionable projects is a must.

You would be great in this role if:

• You have proven experience in logistics coordination or a related field.
• You know our digital systems: Pixifi, Google Drive, Monday, Slack, Zapier, Dropbox are preferred
• You are a proactive and motivated team player, but can also be efficient working on projects solo
• You have great organizational time management skills
• You are detail-oriented with a focus on accuracy in managing inventory and stock.
• You love the idea of being at the core of a successful small business, where your job is customer-facing every day
• The idea of growing with a company is important to you
• You enjoy working in the events industry, networking and meeting new people
• You love processes and routines, but you are flexible and ready to take feedback
• You are naturally inquisitive and are eager to find creative solutions to creating and maintaining new revenue streams
• Have an ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with a minimum of supervision
• Have strong communication and interpersonal skills for effective vendor management and customer service.

This might NOT be for you if:

• Working at a small business sounds like a nightmare
• You’ve never worked with project management tools or don’t have any clue what a workflow is
• You don’t like working on multiple projects at once
• You are not a strong problem solver

This role will require being on call for staff executing events on weekends, and occasionally installing decor at events.

Job Responsibilities

• Coordinate and manage all aspects of logistics operations, including materials management, order fulfillment, and vendor management.
• Coordinate and manage company calendar, schedule staff and organize logistics for successful decor installs and teardowns.
• Help manage the creation, organization, and maintenance of SOPs and processes.
• Aid in optimizing workflows, help identify gaps in processes, and present solutions when required.
• Oversee training of new team members.
• Participate in all-employee meetings, events and other functions required by management.
• Participate in site tours to view venue amenities regarding event execution.
• Coordinate set up needs with clients and their planners.
• Manage Pop & Drop calendars and staff schedules and complete logistics notes in scheduling software.
• Assist clients via phone call and email.
• Ensure all calls and emails are returned within one business day and requests are communicated to appropriate staff.
• Attend networking events and build relationships within the hospitality community.
• Data entry in management systems; follow procedures for tracking and managing clients and leads.
• Assist with team travel schedules and trip preparation if needed.
• Maintain and verify office supplies inventory.
• Ensure operation of equipment by completing preventive maintenance requirements; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Oversee the dispatching of goods and coordinate with drivers for efficient delivery routes.
• Ensure timely delivery of goods and materials to customers and clients.
• Monitor inventory levels and stock availability to meet customer demands.
• Track and identify areas for improvement and optimize operational efficiency.
• Develop and implement strategies to minimize profit loss and maximize profitability in logistics operations.
• Organize and manage event details and timelines.
• Delegate internal tasks and projects to contractors and employees from team meetings and communications.
• Maintain a high level awareness of all project statuses and deadlines; stay on top of deadlines and ensure projects are completed on time
• Assist with keeping event management platforms organized and accessible to team members.
• Openly communicate with the Director of Operations and team to keep them informed of workflow and/or obstacles to meeting deadlines.

Decor installing
Occasionally step in as an installer. Training will be provided, but personnel must:

• Be capable of lifting 50 pounds unassisted, standing for an extended amount of time, reaching overhead, utilizing both hands, leaning over, stooping and kneeling, climbing ladders, and driving a large box truck.
• Maintain complete knowledge at all times of: Event policies and procedures, how to operate all gear and install all decor, and availability status of inventory and staff for any given day.

Perform any other duties as requested by the CEO.

Job Type: Full-time

Salary: From $21.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• Wednesday to Sunday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Round Rock, TX 78664: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Required)
• Logistics: 2 year (Required)
• Operations management: 1 year (Preferred)

Work Location: Hybrid remote in Round Rock, TX 78664

Job Type: Full-time

Pay: From $21.00 per hour

Expected hours: No less than 38 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Night shift
• On call

Application Question(s):

• This position requires Wednesday through Sunday availability. Can you please you are able to work according to this schedule?

Experience:

• Logistics: 1 year (Required)
• Operations management: 1 year (Required)
• Customer service: 1 year (Required)

Work Location: Hybrid remote in Round Rock, TX 78664

Salary : $21