Job Description

Logistics Coordinator
Job Type
Full-time
***FOR INTERNAL CANDIDATES ONLY***
The Logistics Coordinator will play a crucial role in the Office of Meetings, Events, and Conference Services (MECS) by managing essential operational tasks. This position focuses on coordinating logistics for both internal and external revenue-generating events, along with overseeing communications, administrative responsibilities, and supervising student staff. Reporting to both the Director and Associate Director, the Logistics Coordinator will assist with policy and process development while primarily supporting daily operations and advanced planning. Additionally, this role involves collaborating with MECS leadership on Commencement Weekend planning and logistics, as well as facilitating both single and multi-day events and the Summer Camp and Conference season.
Essential Responsibilities
Logistics Coordination

• Ensures that requests for Facilities Services, IT Services, and MECS are fulfilled, supporting student staff by reviewing and approving internal event requests, updating daily event reports, and managing facility and technology needs, event layouts, and catering referrals.
• Provides assistance before and during major campus events (such as Grad Fair, Orientation, Weekend of Welcome, and Reunion Weekend) as well as external revenue-generating events, addressing any issues that arise.

Commencement

• Play a key role in planning event logistics for Grad Fair and Commencement Weekend, taking the lead on certain aspects while assisting in others.
• Collaboration with MECS and various campus stakeholders, sourcing and fulfilling logistical needs, and coordinating vendors and volunteers on the day of the events.

Communications and Marketing

• Supports the leadership team by managing internal and external client correspondence, scheduling meetings and consultations, and providing necessary information to service and support departments to facilitate event planning.

Administration and Client Service

• Assists the leadership team with external contracts, internal event billing, policy development, and daily operations in the Soda Center Front Office.
• Provides office support for MECS by answering phones, greeting guests, and helping student staff deliver excellent client service.
• Assists with marketing and website updates as needed.

Event Scheduling

• Assists in maintaining AdAstra software, ensuring all request forms are current and accurate, adding internal clients as needed, and keeping the master calendar and Dailies updated.
• Provides training on AdAstra to new employees upon request.

Other Duties as Assigned
Requirements
Qualifications
Education: High school diploma required, Bachelor's degree preferred
Experience: Two (2) years of experience in in client/customer service and event planning preferred. Experience working in a fast-paced environment with a large volume of work and time-sensitive situations is a plus. Experience working with SMS systems is also a plus.
Skills/Abilities:

• Strong written and verbal communication skills
• Strong customer service skills
• Ability to organize, prioritize, and multitask
• Ability to demonstrate quick problem-solving skills and manage time effectively
• Ability to work in a team and with diverse clientele
• Demonstrates a strong work ethic and judgment, courtesy, professionalism, reliability
• Proficient in MS Office 365, G Suite, AdAstra, TDNext, Asset Essentials, Canva or other SMC systems.
• Design experience is a plus.
• Some evening and weekend shifts are required. Any required travel would be local for event/meeting needs or other approved professional development/training opportunities.

Licenses & Certifications:
Must have a valid CA Driver License and must be able to be insured by the College carrier. CSP, CSEP, or CMP a plus.
To apply, visit https://recruiting.paylocity.com/Recruiting/Jobs/Details/3461873

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