Logistics Coordinator

To perform administrative and logistical duties in support of contract tasks. 

 

  • Enter data into conference database, generate reports, and perform mail merges.
  • Create and process forms for registration, reimbursement, honoraria, evaluations, and other forms as needed.
  • Create, duplicate, and assemble conference/review materials, including name badges, tent cards, signs, packets, and other materials as requested by client.
  • Correspond with attendees via phone, email, fax, Federal Express, and U.S. Mail.
  • Generate and update rooming lists.
  • Prepare logistical and confirmation letters for clients, attendees, speakers/VIPs, and vendors.
  • Provide onsite support.
  • Arrange, facilitate, and otherwise support conference calls.
  • Arrange travel for sponsored attendees and speakers/VIPs.
  • Provide travel support for non-sponsored attendees as necessary.
  • Order necessary supplies.

  • At least one year of experience in supporting technical planning and coordinating conferences and meetings.
  • Experienced in managing travel activities and communications with conference or meeting attendees.
  • Expert in providing administrative and database support (Knowledge and familiarity with MS Access a must).
  • Minimum of a High School diploma required.
  • Minimum of 2 years experience performing a variety of clerical support function.

Other job requirements:

  • The position requires that individuals be available to work as necessary throughout the standard workweek and sometimes on weekends as well. 
  • Historically, individuals who have filled this position have worked on average anywhere from 2 to 3 weekends a year (and sometimes more) and often have to travel to distant client sites in order to do so.
  • The weekend work often involves conferences (typically out of state) where a substantial amount of work is performed on Fridays and Saturdays.  Job tasks include getting ready for the conference; troubleshooting with clients; and addressing other issues that may arise. 

  • Physical demands:  While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to handle objects and documents; reach with hands and arms; talk and hear.  Employee may occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by the job include close vision. Employee may use office equipment such as telephone, computer, computer software, calculator, printer, copier, and facsimile. 
  • Work environment: Employees are not substantially exposed to adverse environmental conditions.  The noise level in the work environment is usually moderate.

Back