Logistics Coordinator - Special Events & Conferences (Non-Supply Chain)

Logistics Coordinator TechTrans International provides language services and travel logistics – language teaching, interpreting, translating, travel coordination and much more. We have international offices, staff and clients calling us from around the world. We are seeking a highly organized, detail-oriented Logistics Coordinator to support the planning, coordination, and execution of training events. Please note while Houston, TX is preferred, remote candidates will also be considered. The Logistics Coordinator will manage multiple event requirements simultaneously, commercial vendors, venues, and internal program management to ensure successful event delivery. This position is responsible for coordinating logistical services, managing vendor relationships, monitoring budgets, maintaining accurate event documentation, and ensuring all arrangements comply with established contract requirements, government regulations, and program Standard Operating Procedures (SOPs). The ideal candidate is a proactive problem-solver with strong communication, organizational, customer service, and project coordination skills who can manage competing priorities and meet strict deadlines. Essential Duties and Responsibilities 1. Event Coordination Coordinate the logistical planning and execution of assigned training events. Initiate communication with event representatives to obtain and verify event requirements, schedules, participant information, and logistical needs. Review event profile information in operational and information systems to ensure all required details are received and documented. Develop event layout in accordance with received government requirements, estimated budgets and vendor contracts. Manage multiple events simultaneously while maintaining established planning timelines. Communicate outstanding requirements and event status updates to stakeholders and management. Prepare and distribute final event layout and logistical instructions before event execution. 2. Vendor Sourcing and Contract Coordination Identify, research, and coordinate qualified vendors to support event requirements. Request, review, and coordinate vendor quotations, proposals, service agreements, and contracts. Negotiate competitive pricing and favorable contract terms and conditions. Coordinate contract reviews and required approvals with Procurement. Maintain professional relationships with vendors and ensure contracted services meet established requirements. Verify vendor service details, onsite points of contact, and contingency arrangements. 3. Budget Management and Compliance Monitor estimated and actual event expenses to ensure compliance with applicable budget limits, per diem requirements, and reasonableness. Verify vendor invoices, receipts, quantities, and supporting documentation before processing payments. Ensure all logistical arrangements comply with applicable SOPs, contract requirements, Federal Acquisition Regulations (FAR), Joint Travel Regulations (JTR), and other applicable government requirements. Maintain accurate financial and contractual records for assigned events. 6. Event Documentation and Systems Management Maintain accurate, up-to-date event information and organized records of contracts, invoices, receipts, and related supporting documentation across enterprise systems and information portals. Track event milestones, deadlines, vendor confirmations, participant rosters, and service orders. Update event statuses as planning progresses and milestones are completed. 7. Event Execution and Closeout Confirm that all contracted services and arrangements are in place before each event. Provide final logistical details and coordination information to government representatives. Request final vendor invoices and collect receipts and supporting documentation. Reconcile actual event expenses, maintain accurate records in enterprise systems and information portals, and complete all assigned event closeout requirements. 8. Custom…

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