Event & Logistics Coordinator (6 Months)

 

Key Responsibilities

1. Event Planning & Coordination

Assist in preparing operational and logistics plans for each market and event.

Prepare event setup, opening, closing, and dismantling schedules.

Coordinate requirements with all internal departments and external parties.

Maintain event checklists and ensure activities are completed before opening.

Conduct pre-event site inspections and identify operational requirements.

Support management during special events, workshops, activations, and seasonal programs.

2. Logistics & Transportation

Coordinate transportation of event materials, equipment, furniture, signage, and supplies.

Arrange loading, unloading, delivery, collection, and return of event materials.

Prepare vehicle and delivery schedules.

Coordinate with drivers and logistics staff.

Ensure materials are delivered to the correct locations on time.

Track movement of reusable event assets between warehouse and event locations.

3. Market Setup & Dismantling

Coordinate installation and removal of kiosks, tables, chairs, tents, barriers, signage, counters,

and other event infrastructure.

Ensure the market layout is implemented according to the approved plan.

Coordinate electrical, lighting, water, and other utility requirements with authorized technical

personnel.

Ensure walkways, entrances, exits, seating areas, and operational zones remain clear and

accessible.

Conduct final checks before the market opens to visitors.

4. Vendor & Kiosk Coordination

Coordinate vendor arrival, registration, setup, and allocated locations.

Guide vendors regarding loading/unloading times and market operational requirements.

Ensure vendors operate only within their assigned areas.

Monitor vendor compliance with market procedures.

Assist in resolving vendor operational and logistical issues.

Coordinate vendors exit and dismantling after each market.

5. Warehouse & Inventory Coordination

Coordinate with Warehouse/Store teams for event materials and equipment.

Maintain an event asset and equipment checklist.

Record materials issued to and returned from events.

Report missing, damaged, or unusable equipment.

Ensure reusable materials are properly stored after each event.

Support periodic physical inventory checks of event assets.

6. F&B Operational Support

Coordinate logistical requirements for food kiosks, live kitchen operations, cafés, beverage

counters, and other F&B areas.

Ensure required tables, equipment, POS locations, signage, waste bins, and operational

materials are available.

Coordinate replenishment requirements with the relevant teams during operations.

Support proper movement of food-related supplies without obstructing customer areas.

7. Event-Day Operations

Be present on-site before opening and during assigned event hours.

Conduct opening-readiness inspections.

Monitor event areas continuously and immediately report operational issues.

Coordinate urgent requirements with Maintenance, Security, Cleaning, Warehouse, and

Operations teams.

Support crowd-flow arrangements, queue management, and information/help desk

requirements.

Maintain clear communication with the event management team throughout operations.

8. Safety & Emergency Coordination

Ensure event setup follows approved safety requirements.

Check that emergency exits, fire equipment, electrical panels, and access routes are not

obstructed.

Immediately report electrical faults, damaged equipment, unsafe structures, water leaks, or

other hazards.

Coordinate corrective action with qualified personnel.

Support emergency and incident procedures as instructed by management.

Record and report incidents occurring during market operations.

9. Cleaning & Waste Management

Coordinate cleaning schedules before, during, and after events.

Ensure sufficient waste bins are positioned throughout the market.

Coordinate regular waste collection, particularly around food areas.

Conduct checks to maintain cleanliness and presentation standards.

10. Documentation & Reporting

Maintain event logistics checklists and records.

Prepare weekly/event-wise operational reports.

Maintain records of vendor requirements, equipment movement, damages, and incidents.

Document operational issues and corrective actions.

Prepare post-event observations and recommendations for improvement.

 

 

Job Requirements: Event Planning, Logistics Coordination, Transportation Management, Vendor Coordination, Inventory Management, Warehouse Coordination, Food and Beverage Operational Support, Event-Day Operations, Safety Coordination, Emergency Coordination, Cleaning Coordination, Waste Management, Documentation, Reporting, Operational Planning, Site Inspection, Crowd Management, Queue Management, Communication, Incident Reporting, Compliance Monitoring