Logistics Coordinator

BCAAFC Logistics Coordinator

Position Created on: September 2023

JD Modified on**:** September 2026

Type of Position: Full Time

Place of Work: Office/Hybrid/Remote

Funded by: n/a

Salary Range: $65,000–$70,000

Reports to: Director of Operations and Organizational Leadership

Coordinates: no

Supervises: no

Travel Required: Occasionally (site visits within B.C. as required)

Purpose

The Logistics Coordinator supports the BCAAFC Event Team by planning, coordinating, and overseeing the logistical operations of BCAAFC events and Gathering Our Voices. The position ensures that venues, transportation, accommodations, accessibility, vendors, and event infrastructure are organized, delivered within budget, and aligned with the needs of delegates, facilitators, and guests.

Duties Include

Event Logistics

• • Works with Operations team to help manage logistics for BCAAFC membership meetings, special events, and conferences throughout the year.
• • Coordinates venue bookings, transportation, catering, accommodations, audiovisual services, and other event infrastructure.
• • Coordinates with purchasing assistant for travel and accommodations for staff, facilitators, Elders, honoured guests, and other event participants.
• • Coordinators logistics for Gathering Our Voices youth gathering.

Event Planning

• • Collaborates with the team in developing the overall event program and schedule.
• • Assists event leaders to ensure all events are ready and run smoothly.
• • Participates as a member of the Event Safety Committee.

Venue Coordination

• • Helps book and coordinate Banquet Event Orders for BCAAFC events.
• • Coordinates A/V, meals, accessibility, and room layouts for events.
• • Ensures room assignments comply with venue capacity, safety, and operational requirements.
• • Serves as the primary liaison with venues regarding logistics, room setup, accessibility, and operational requirements.
• • Seeks quotes and compares various venues to determine best options for events.
• • Coordinates room assignments with the Workshop Coordinator to ensure presenters and facilitators are assigned appropriate spaces.

Transportation & Accessibility

• • Serves as the primary contact for transportation providers and audiovisual vendors.
• • Assesses transportation requirements, obtains vendor quotations, and supports the team in reviewing contracts.
• • Coordinates with venues to establish safe, accessible transportation hubs and delegate wayfinding.

• -Works with the Communications team to develop signage and participant communications related to -transportation and accessibility.

• • Coordinates accessibility supports for delegates, including sign language interpretation and other accommodation services, in collaboration with the Registration and Workshop Coordinators.
• • Works with the Workshop Coordinator to develop transportation schedules.

Vendor & Financial Coordination

• • Coordinates audiovisual requirements with presenters, venues, and vendors.
• • Works within the approved program budget and collaborates with the team to monitor expenditures, contracts, invoices, and purchase commitments.
• • Coordinates vendor payment schedules and prepares cheque requisitions for approval by the Director.

Skills and Abilities

• • Excellent organization skills, with a strong attention to detail.
• • Strong communication skills, able to articulate a vision and what is needed to achieve that vision.
• • Strong time management, decision making and problem-solving skills.
• • Ability to work with or without supervision on assigned projects, individually or in a team setting.
• • A high energy level with a determined, positive and productive attitude.

• Adaptable and flexible within a wide variety of situations.

• • Comfortable working with a large team, experience working with and coordinating vendors on large scale projects.

Qualifications

• • Education in event planning, business administration, project management, or related field and a minimum of 2 years related experience (an equivalent combination of education and event experience may be considered).
• • Required experience working with Indigenous community and service organizations, with a particular focus on events management.
• • Experience working on youth related projects and/or in a youth setting.
• • **Strong software skills including experience with Microsoft Office (Word, PowerPoint,**SharePoint, Teams and Excel).
• • Must be able to provide clear, current criminal record check including vulnerable sector check.
• • Valid driver’s license is a strong asset.
• • Ability to do overtime during peak times (such as event week), and travel (within BC) as required.