Logistics Coordinator

Pop & Drop • Full-time • Round Rock, TX, US • 3h ago

Pop & Drop is an event design and installation company based in Texas, known for creating unforgettable experiences through innovative decor, custom fabrication, and flawless execution. We are seeking a strategic and hands-on Logistics Coordinator to oversee the end-to-end operational flow of our events, from staffing and scheduling to on-site troubleshooting and client communication. This role is pivotal in ensuring that every event runs smoothly, efficiently, and exceeds client expectations.

Position Summary

The Logistics Coordinator will be responsible for planning, coordinating, and overseeing all logistical aspects of event execution. This includes staffing, scheduling, vendor coordination, inventory awareness, vehicle logistics, and client communication. The ideal candidate is a proactive problem-solver, an excellent communicator, and highly organized, with the ability to manage multiple projects under tight deadlines. You will work closely with the Sales and Studio teams to ensure seamless operations from contract signing through event teardown, therefore working together as a team is the only way to succeed in this role. While the top priority is mastering Pop & Drop’s logistics, the Logistics Coordinator will be expected to expand into managing logistics for Oh Happy Day Booth, Pop & Drop’s sister company, once training for Pop & Drop is complete. Both companies share the same management software, studio space and other resources and collaborate often, so it will be a fairly straightforward addition following the completion of training.

Key Responsibilities

Becoming a Fully Trained Installer

At Pop & Drop, we take pride in our team of skilled and versatile installers who can adapt to various event setups and ensure a seamless experience for our clients. While we do not expect the Logistics Coordinator to regularly attend installs in person, it is important for this person to understand first hand what installers need to be successful. To also be a fully trained installer in this role is to be a reliable and adaptable team member who can step in when needed and contribute to the success of every event. To become a fully trained installer, you will undergo a comprehensive training program that covers all aspects of our installations:
Learning to efficiently set up and dismantle event decor, including balloons, streamers, disco balls, backdrops, and other elements. This includes understanding the tools and equipment used, as well as safety protocols to ensure a secure working environment. Knowing this set of skills is crucial when reaching out to venues or planners to coordinate logistics for each event.
Managing your tasks independently, ensuring that installations are completed on time and within the agreed-upon scope. This includes coordinating with other team members, understanding timelines, making quick decisions and pivoting when necessary.

Staffing, Scheduling & Internal Coordination

Determine staffing needs per event and assign installers/teardown crews via Connecteam.
Communicate clear expectations to crew leads and team members.
Confirm truck and vehicle needs, adjusting schedules as events shift.
Ensure adequate staffing for all builds, installations, and teardowns.
Participate in or delegate booked site walkthroughs to assess venue logistics.
Create and maintain Venue Profiles in Connecteam (parking maps, load-in access, venue specs).

Event Execution Oversight

Serve as the primary remote point of contact (POC) for day-of event issues.
Troubleshoot logistical problems and escalate true emergencies as needed.
Confirm teardown completion and document issues, damages, or learnings.
Oversee logistics operations, including vendor coordination, order fulfillment, and set-up/teardown.
Manage company calendar, team travel, and event timelines.
Coordinate directly with clients and planners—sending/tracking questionnaires and addressing requests promptly.

Studio & Project Management

Assign and delegate internal logistics related tasks/projects to employees and contractors in collaboration with the Director of Operations and Studio Manager.
Provide clear direction and follow-up to ensure timely completion.

Event Coordination

Review signed projects; identify missing or unclear information.
Flag red risks early (inventory overbooked or out of stock).
Maintain accurate logistics notes in Connecteam for each event so event staff are prepared.

Fabrication & Custom Build Coordination

Coordinate deadlines with design/fabrication teams.
Ensure custom items are completed and ready before install day.
Flag delays or production risks proactively.

Last-Minute Event Needs

Coordinate with Sales on staffing availability for last-minute bookings.
Confirm inventory readiness and vehicle access.

Vehicle & U-Haul Management

Determine when a truck or U-Haul is required per event.
Reserve vehicles and communicate pickup/drop-off details to crews.

Client Logistics Communication

Take over client communication after contract signing (final details, confirmation emails, clarifications).

Ordering & Inventory Oversight

Collaborate with Studio Manager to forecast supply needs based on upcoming events.
Flag specialty colors, large quantities, or tight timelines.
Approve or escalate urgent supply orders.

Helium & Supply Management

Monitor helium levels and flag low supply in advance.
Coordinate refills or exchanges to ensure availability for upcoming events.

Qualifications

Experience: 1–3 years in event logistics, event operations, or event production, preferably in events, decor, or related industries.

Skills:

Proficiency with scheduling tools (Connecteam preferred) and project management software (Goodshuffle or similar).
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Problem-solving mindset with ability to remain calm under pressure.
Knowledge of vehicle logistics, inventory management, and staffing coordination.

Attributes: