Logistics Coordinator

About the Role

A high-volume AV and event production company serving corporate conferences, association events, and large-scale live productions is seeking two Logistics Coordinators to manage travel arrangements for its crew members and contractors. This company operates across the United States and internationally, deploying teams of employees and independent contractors to events on a continuous basis. Travel is not occasional — it is a core part of how the business operates, and keeping it organized, cost-effective, and on schedule is mission-critical.

The Logistics Coordinator owns the end-to-end travel process for assigned travelers: researching options, booking flights, managing itineraries, and responding quickly when plans change. Airline prices shift fast, and this team needs someone who knows how to monitor fares, act decisively, and secure the best available rates without losing time. If you are detail-oriented, resourceful under pressure, and thrive in a fast-moving environment where no two weeks look the same, this role is built for you.

Key Responsibilities

Airline and Travel Booking

• Research and book flights for employees and contractors traveling to events, prioritizing cost efficiency, schedule fit, and traveler preferences

• Monitor airline fares proactively and act quickly to secure favorable pricing before rates increase

• Compare options across multiple booking platforms and airline channels to identify the best available fares at any given time

• Manage group travel bookings when multiple crew members are traveling to the same event

• Handle last-minute flight changes, cancellations, and rebookings with urgency and composure

• Track flight credits, unused tickets, and loyalty program balances to maximize value across future bookings

Itinerary and Logistics Management

• Build and distribute clear, complete travel itineraries for each traveler, including flight details, confirmation numbers, and on-the-ground logistics

• Coordinate ground transportation, hotel accommodations, and airport transfers as needed in connection with flight bookings

• Maintain accurate records of all bookings, costs, and traveler preferences in shared organizational systems

• Communicate proactively with travelers regarding their itineraries, changes, and any disruptions

• Manage multiple simultaneous travel requests across different events and timelines without losing accuracy or follow-through

Coordination and Communication

• Liaise with production managers and operations leads to understand upcoming event schedules and staffing travel needs in advance

• Confirm traveler details (passport information, TSA PreCheck/Global Entry, seat preferences) and keep records current

• Flag potential scheduling conflicts or logistical issues to the relevant team before they become problems

• Support post-travel reconciliation by tracking receipts, booking costs, and travel spend by event or project

Qualifications

• Demonstrated experience booking and managing business travel, preferably in a high-volume or fast-paced environment

• Strong working knowledge of airline pricing behavior — you understand how and why fares change and you know when to book

• Proficiency with major online booking platforms (e.g., Expedia for Business, TripActions, Concur, direct airline portals) and GDS tools

• Exceptional attention to detail — errors in travel bookings have real consequences and you treat every itinerary with care

• Excellent communication skills and a calm, professional manner when handling disruptions or urgent changes

• Ability to manage multiple travelers and multiple concurrent bookings under time pressure

• Reliable, self-directed, and responsive during business hours — travelers depend on you being reachable

Preferred

• Prior experience supporting a production company, live events organization, touring operation, or similar industry with frequent crew travel

• Familiarity with corporate travel policy management and cost reporting

• Experience managing contractor travel in addition to W-2 employees

• Knowledge of airline loyalty programs, status benefits, and how to leverage them for the organization

What We Are Looking For

This role demands someone who is always one step ahead. You are not waiting to be told that an event is coming up — you are asking about the schedule two weeks out so you can catch fares before they spike. You understand that a crew member stranded at an airport or on a misconnected flight affects more than just that one person: it affects a production. You take that responsibility seriously.

You are organized enough to track dozens of bookings simultaneously, responsive enough to handle a 6:00 AM flight change without dropping anything else, and resourceful enough to find a workable option when the obvious one is sold out. You communicate clearly, document everything, and treat every traveler on your list as someone whose time and experience matter.

This is a full time role

Up to $6/hr

100% Remote

To apply, please complete this assessment: https://assessment.aptiveindex.com/s/YZU9h1iWXUwe