Catering Logistics Coordinator

Job Summary

The Catering Logistics Coordinator is responsible for the planning, coordination, dispatch, monitoring, and completion of logistics requirements for catering events, including manpower, equipment, food, beverages, packaging, and transportation.

The role ensures that all event requirements are properly coordinated and communicated across relevant teams from pre-event preparation through event completion. This includes providing timely updates, addressing operational concerns, coordinating changes or additional requirements, and escalating issues that may affect event execution.

Key Responsibilities

1. Event & Logistics Coordination

• Review BEOs and event requirements, including manpower, equipment, food, beverages, packaging, and transportation.
• Coordinate with Operations, Warehouse, Kitchen, Drivers, Event Coordinators, and other concerned teams to ensure event readiness.
• Ensure all event requirements are complete and properly prepared before dispatch.
• Monitor event logistics from preparation through completion.
• Identify potential operational issues and coordinate appropriate solutions.
• Escalate concerns that may affect the timeline, service delivery, or successful execution of the event.

2. Communication & Coordination

• Serve as a key point of coordination for logistics-related concerns before, during, and after events.
• Provide timely and accurate updates to concerned teams regarding event status, dispatch, arrival, requirements, and completion.
• Maintain clear and organized communication through designated communication channels, including WhatsApp groups, calls, and other approved platforms.
• Immediately communicate delays, changes, shortages, incidents, and other concerns that may affect event operations.
• Coordinate additional or urgent requirements with the appropriate teams.
• Ensure that important instructions, changes, and operational concerns are properly relayed and acknowledged by concerned personnel.
• Maintain professional, clear, and responsive communication with internal teams, drivers, suppliers, venues, and other stakeholders.

3. Manpower & Transportation

• Coordinate manpower call times, assignments, and deployment.
• Coordinate vehicle and driver assignments based on event requirements.
• Monitor loading, dispatch, travel, venue arrival, and pull-out.
• Coordinate third-party transportation when required.
• Monitor transportation-related expenses and ensure proper documentation.

4. Equipment & Inventory

• Check equipment against the approved event requirements and loading list.
• Ensure proper counting, loading, handling, and securing of equipment.
• Monitor equipment deployment and return after each event.
• Report missing, damaged, excess, or incorrect items immediately.
• Coordinate with the Warehouse and concerned teams regarding equipment discrepancies.

5. Event Monitoring & Incident Reporting

• Monitor assigned events from pre-dispatch until completion.
• Provide regular status updates to concerned teams throughout the event.
• Immediately report and coordinate concerns such as:

1. Delayed or late dispatch
2. Manpower shortages or changes
3. Missing or damaged equipment
4. Vehicle or transportation issues
5. Venue or access concerns
6. Client or venue complaints
7. Delivery discrepancies
8. Additional or urgent requirements
9. Other incidents affecting event operations

• Ensure that incidents are properly documented and escalated to the appropriate personnel.

6. Documentation & Expenses

• Maintain accurate manpower, equipment, vehicle, dispatch, and event documentation.
• Collect and organize receipts and supporting documents.
• Monitor approved logistics expenses and third-party bookings.
• Ensure timely submission and liquidation of expenses.
• Report unusual, unapproved, or excess expenses to the appropriate personnel.

Core Competencies

• Coordination & communication

• Attention to detail

• Time management

• Problem-solving

• Logistics planning

• Multitasking

• Catering/event operations knowledge

• Accountability and ownership

Accountability

The Catering Logistics Coordinator is accountable for ensuring that every assigned event is properly prepared, dispatched, monitored, documented, and completed.

Every event must have an update. Every major concern must be reported immediately. Every completed event must have a final status.