About Us:
KristiesLab is a dynamic and growing regional creative agency operating in Lebanon, Qatar, Saudi Arabia and the UAE. We are dedicated to pushing the boundaries of creativity and delivering innovative marketing and event solutions to our diverse client base. We are seeking an experienced, highly organised and solutions-oriented Event Logistics Coordinator to join our dynamic team.
Role Overview:
We are seeking an Event Logistics Coordinator with a strong operational understanding of the complete event lifecycle. You will translate approved event plans into clear logistical requirements and manage their delivery from pre-production through setup, live execution, dismantling and post-event closeout.
Working closely with the Project Manager, Event Coordinator and production teams, you will oversee site logistics, operational suppliers, schedules, event materials, equipment and warehouse movements to ensure everything is delivered safely, accurately and on time.
Key Responsibilities:
1. Operational Planning and Site Readiness:
○ Translate approved event plans into logistics schedules, site checklists and load-in and load-out plans.
○ Review venue specifications, floor plans, site layouts and Bills of Quantities (BOQs).
○ Assess site access, loading areas, storage requirements and setup constraints.
○ Coordinate operational requirements with the Project Manager, Event Coordinator and production teams.
○ Confirm that sites are ready for supplier arrivals, deliveries and installation.
2. Supplier and Production Coordination:
○ Coordinate production suppliers, logistics providers and operational partners.
○ Obtain and compare quotations for production and logistics requirements.
○ Manage supplier bookings, delivery schedules, site access and crew call times.
○ Communicate specifications, deadlines and on-site requirements to suppliers.
○ Follow up on supplier progress and resolve operational delays.
3. Documentation and Cost Control:
○ Maintain production schedules, logistics trackers, crew call sheets and timesheets.
○ Track operational quotations, costs and budget updates.
○ Support cost reconciliation through accurate and up-to-date records.
○ Monitor operational approvals, requirements and outstanding action points.
○ Keep all production and logistics documentation organised and accessible.
4. Warehouse and On-Ground Logistics:
○ Coordinate the movement of event materials, equipment, POSM and production items.
○ Manage items moving in and out of the warehouse, including dispatches and returns.
○ Maintain accurate stock and equipment-movement records.
○ Oversee deliveries, loading, setup, supplier arrivals and dismantling.
○ Ensure teams, suppliers, materials and equipment are in the right place at the right time.
○ Anticipate operational challenges and troubleshoot calmly and efficiently.
5. Post-Event Closeout:
○ Coordinate dismantling and the return of equipment and materials.
○ Follow up on outstanding supplier and operational requirements.
○ Finalise warehouse records, trackers, timesheets and cost documentation.
○ Report the operational closeout status to the Project Manager.
○ Ensure all logistics responsibilities are completed before closing the project.
Qualifications:
● A degree in Events, Hospitality, Business or a related field.
● At least three years of experience in event logistics, production or operations.
● Proven experience managing setup, live execution, dismantling and post-event logistics.
● Strong knowledge of supplier, venue and on-ground coordination.
● The ability to read floor plans, site layouts and BOQs.
● Strong proficiency in Excel or Google Sheets.
● Experience preparing logistics schedules, call sheets, timesheets and trackers.
● Commercial awareness of quotations, pricing and cost tracking.
● Familiarity with warehouse and equipment-movement processes.
● Excellent organisational skills and the ability to work under pressure.
● A proactive, collaborative and solutions-oriented mindset.
● Fluency in English and Arabic, both written and spoken.