Event Logistics Coordinator - Contract

We're looking for an Event Logistics Coordinator who's been in the trenches at events and knows what it's like to unpack a kit on-site. This role bridges event production reality and warehouse operations - you'll manage complex event kits from our facility while anticipating what teams need in the field. You'll spend 60% of your time on the warehouse floor ensuring kits are packed correctly, labeled clearly, and ready to ship, and 40% planning, problem-solving, and interfacing with clients about logistics. This isn't just inventory management - it's understanding that a missing power strip can derail a $100K activation. This is an operations role, but you need event production DNA. You'll work within &drop's operations team, collaborating closely with ADVOC8's event production team and communicating directly with clients about logistics planning and execution. This role reports to the Director of Operations and is based in our Charlotte, NC warehouse facility. If you've ever been on-site at an event and thought "I wish whoever packed this kit understood what we're dealing with here" - this role is for you. You'll be the person who makes sure that never happens to someone else. What You'll Do Event Kit Management & Warehouse Operations (60%) Oversee preparation, packing, and quality control of event kits containing displays, branded elements, and activation materials Ensure every component is included - because you know what it's like to unpack a kit on-site and find something missing Direct warehouse associates and temps on daily kit assembly, following pull lists and pack lists Maintain warehouse organization systems for complex, multi-component event assets Label and organize kits using event production nomenclature (not just \"box 1, box 2\") Troubleshoot packing challenges in real-time - figure out creative solutions when plan A doesn't work Keep warehouse areas orderly, assets properly stored, and inventory systems current Client Communication & Strategic Planning (30%) Interface directly with clients about production logistics, shipment timelines, and specifications Participate in planning calls to understand event needs and translate them into warehouse execution Anticipate on-site requirements based on your field experience (tools, backup materials, assembly considerations) Proactively communicate shipment status and flag potential issues before they become problems Know when you can solve problems independently vs. when to elevate to leadership Build trust with clients through confident, clear communication about logistics realities Cross-Functional Collaboration & Systems (10%) Work daily within Google Workspace and warehouse management systems Collaborate with ADVOC8's event production team on program planning and execution requirements Create and maintain documentation for recurring event programs Track kit inventory, flag reorder needs, and manage asset lifecycle Troubleshoot tech issues and adapt to new platforms quickly Identify process improvements to increase efficiency and reduce errors What You Bring Experience & Background Event production experience - you've been on-site setting up brand activations, trade show booths, experiential programs, or similar (not planning corporate meetings from a desk) 2-5 years in event production, trade show coordination, or experiential marketing Production/field work background - you've physically assembled displays, managed event assets, worked under pressure on-site Comfortable working in a warehouse environment and getting hands-on with physical work Experience with tech, entertainment, or consumer brand clients preferred Event Production Fluency You speak the language: tension fabric displays, modular exhibits, retractable banners, activation elements You understand what it's like to be on-site with limited time and tools You can anticipate problems before they happen because you've experienced them in the field You know the difference between packing for a controlled venue vs. a festival vs. a retail activation You understand event logistics (load-in/load-out, shipping to venues, drayage, advance warehouses) Client Communication & Problem-Solving Confident communicating with clients about logistics, timelines, and production realities Professional demeanor in meetings and email communication Creative problem-solver who figures out solutions rather than dwelling on obstacles Know when to handle things yourself vs. when to elevate to leadership Strong follow-through - you do what you say you'll do Technical & Operational Skills Very comfortable with Google Workspace (Sheets, Docs, Drive) Tech-savvy and can quickly learn new systems (warehouse management software, shipping platforms) Detail-oriented and organized - you can manage multiple concurrent programs without dropping balls Thrive in fast-paced environments with shifting priorities Strong work ethic and willingness to be hands-on Aligned with and committed to ADVOC8’s core values; represents them in daily work Better Together - Collaborative soul who’s open to new ideas, sharing successes and being part of a team Level Up - High standards, never settling for the status quo or what we did last time Hustle Smarter - Entrepreneurial, roll-up-your-sleeves spirit, tempered by the courage to identify smarter ways of doing things Celebrate Differences - Highly empathetic personality who values individual perspectives Outcome Over Income - Extensive experience and demonstrated success in client relationship management Protect the Respect - Navigates conflict with an emphasis on transparency and diplomacy Engineer Exceptional Value - Inspired by outside-the-box thinking that yields outstanding ROI for our clients and projects Embrace Change - Recognize situations that require flexibility and craft creative solutions on the fly What Success Looks Like Event kits ship complete, on-time, and survive transit without damage On-site teams never wonder \"where's the ___?\" because you already thought of it Clients trust you to handle logistics calls without always looping in leadership The warehouse stays organized even during peak event season with multiple programs running You spot potential problems three steps ahead and already have plan B ready You can talk fluently with both warehouse staff and brand managers Production team and clients view you as the logistics expert who makes their lives easier What We Offer Compensation: $60-75K depending on experience Growth: Clear path into project/production management and operations leadership as programs scale Impact: Build operational systems and processes for a growing division serving major tech and entertainment brands Learning: Work cross-functionally with creative agency production team while developing logistics expertise Environment: Small collaborative team with direct access to leadership Clients: Support high-profile programs for YouTube, Google, TikTok, Niantic, and other innovative brands Location & Logistics Based in Charlotte, NC warehouse facility In-person role with daily warehouse presence required Occasional travel to client sites or vendor facilities possible but not frequent Standard business hours with occasional flexibility needed for event timelines This is a contract role with an initial three-month term. Because the position is tied to a specific project, the role is budgeted as a contract, however there is potential to extend the engagement into a full time employee role if it’s a great fit. At ADVOC8, building an inclusive team that celebrates our differences is integral to our success. We strongly encourage people from underrepresented groups to apply even if you don’t meet all qualifications. ADVOC8 is an Equal Opportunity Employer, committed to achieving a diverse workforce, and prohibits discrimination and harassment: ADVOC8 is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at ADVOC8 are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, age, national origin, ancestry, disability, neurodivergence, marital status, gender, sexual orientation, gender identity, gender expression, pregnancy, exercising the right to family care and medical leave, veteran status or any other status protected under federal, state or local law. ADVOC8 will not tolerate discrimination or harassment based on any of these characteristics. About ADVOC8 At ADVOC8, we create experiences that build trust, shift minds and win hearts. Our special sauce? Chemistry, collaboration and an endless supply of curiosity. We're a team of strategic thinkers, creative problem-solvers, thoughtful storytellers and logistical magicians expertly bringing ideas to life from strategy and creative through to production and execution. We work with brands, nonprofits and associations to create experiences that make an impact. And we do this all in a flexible 'work from anywhere' environment where we celebrate differences and encourage each of our 'advocates' to bring their unique perspectives to the table each and every day. &drop is the brand merchandise and promotional products division of ADVOC8 creative agency, serving major brand clients including Google, YouTube, TikTok, and PokémonGO. We specialize in strategic, creative merchandise solutions from complex event kits and experiential programs to comprehensive branded goods strategies. We are a boutique agency that think like a creative partner, not a commodity distributor. #J-18808-Ljbffr ADVOC8, Inc.