Project & Events Coordinator
| Area | West London, London |
| Sector | Operations |
| Salary | 30000 - 45000 Pounds Sterling |
| Start Date | ASAP |
| Advertiser | Ben Mclellan |
| Job Ref | 11148 |
- Description
- About the Role
We are seeking an experienced and highly organised Freight Forwarder to join a Projects & Events logistics team close to Heathrow. This role is responsible for coordinating the end-to-end movement of freight and equipment for exhibitions, conferences, live events, corporate activations, touring productions, and other time-critical projects.
The successful candidate will manage international and domestic shipments, liaise with clients, suppliers, carriers, customs brokers, venues and on-site teams, and ensure that all cargo arrives safely, on time and in line with project requirements.
This is a fast-paced role where attention to detail, problem-solving and the ability to work effectively under pressure are essential.
Key Responsibilities
·Coordinate end-to-end freight forwarding activities for projects, exhibitions and events.
·Arrange international and domestic air, sea and road freight, including courier and specialist transport where required.
·Prepare and manage shipping documentation, including commercial invoices, packing lists, airway bills, bills of lading and customs documentation.
·Coordinate import, export and customs clearance requirements across multiple countries.
·Liaise with airlines, shipping lines, hauliers, warehouses, customs agents and other logistics partners.
·Develop and maintain detailed shipment schedules to meet strict event deadlines.
·Track shipments and proactively manage delays, disruptions and changes to delivery requirements.
·Coordinate collection and delivery schedules with venues, exhibition centres, event organisers and production teams.
·Advise clients on appropriate freight solutions, routing, lead times, costs and documentation requirements.
·Obtain and compare freight quotations and negotiate rates with logistics suppliers where appropriate.
·Monitor shipment costs and ensure accurate invoicing and cost allocation to projects.
·Coordinate temporary imports, carnet movements and re-export requirements where applicable.
·Support the movement of exhibition stands, event equipment, AV equipment, production materials, merchandise and other project cargo.
·Maintain accurate shipment records and provide regular status updates to clients and internal stakeholders.
·Attend or support on-site operations when required, including event build-up, breakdown and time-critical deliveries.
·Identify potential logistical risks and implement contingency plans.
·Ensure all freight movements comply with relevant customs, transport, insurance and regulatory requirements.
·Build strong working relationships with clients, suppliers and internal project teams.
About You
You will be a proactive and solutions-focused freight forwarding professional who understands the unique demands of the projects and events environment. You will be comfortable managing multiple shipments simultaneously and working to immovable deadlines.
Essential Skills & Experience
·Previous experience in freight forwarding, logistics or international transport.
·Experience handling project cargo, exhibitions, events or other time-critical logistics is highly desirable.
·Good knowledge of international shipping and customs procedures.
·Experience with air, sea and road freight.
·Strong organisational and time-management skills.
·Excellent attention to detail and documentation skills.
·Ability to manage multiple projects and priorities simultaneously.
·Confident communication skills with clients, suppliers and operational partners.
·Strong problem-solving skills and the ability to remain calm under pressure.
·Commercial awareness and understanding of freight costs and quotations.
·Good IT skills, including Microsoft Office and freight/logistics systems.
Desirable
·Experience with exhibition and event freight.
·Knowledge of ATA Carnets and temporary import/export procedures.
·Experience working with venues, exhibition centres, production companies or event agencies.
·Knowledge of international customs regulations.
·Experience coordinating on-site event logistics.
·Dangerous goods awareness/certification where relevant.
·Existing relationships with international freight and logistics suppliers.
Personal Attributes
·Organised: Able to manage detailed schedules, documentation and multiple shipments.
·Proactive: Anticipates problems before they become issues.
·Reliable: Understands the importance of meeting non-negotiable event deadlines.
·Commercial: Balances service requirements with cost-effective logistics solutions.
·Calm under pressure: Comfortable handling last-minute changes and time-critical situations.
·Client-focused: Builds trusted relationships and provides clear, professional communication.
·Team-oriented: Works collaboratively with project managers, operations teams and external partners.
What We Offer
·The opportunity to work on high-profile international projects and events.
·A varied and fast-paced working environment.
·Exposure to global logistics and specialist project freight.
·Opportunities for professional development and career progression.
·Competitive salary and benefits package.
·A collaborative and supportive team environment.
Salary dependent on experience Upto GBP45,000
Monday - Friday 09:00am - 17:30pm or 08:30am - 17:00pm
If you do not hear from us within 7 days, your application has been unsuccessful
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