Logistics Coordination Lead - Events

What You Will Do:

The Logistics Coordination Lead is a single, dedicated individual-contributor role owning back-of-house device operations for that program: ordering, provisioning, prep, staging, shipping, on-site distribution support, and return reconciliation across the full warehouse → event → warehouse cycle. You will also provide on-site device distribution support at the guest-facing wearables setup, onboarding, and troubleshooting station, all while working alongside partners and stakeholders, and interacting directly with VIP guests at high-visibility events.

Key Responsibilities:

Device Prep, Provisioning & Readiness

• Own end-to-end device prep for assigned events: sourcing, firmware updates, provisioning, account setup, QR/serial scanning, charging, fitting accessories, and packaging to presentation standard.
• Execute at-scale provisioning reliably against established throughput rates, using existing batch and firmware-caching workflows (reference: ~10 units/hour; 500+ units for a large event).
• Plan backwards from known throughput to build realistic prep schedules: calculating lead time, staffing hours, and station setup needed to hit each event's device-ready date, and flagging early when volume or timeline exceeds available capacity.
• Establish and document repeatable provisioning SOPs and readiness checklists so prep quality is consistent event to event, and so partner-team or temporary staff can execute to standard when event volume exceeds one person's capacity.
• Train and brief surge/floater support from partner teams on prep and distribution standards ahead of high-volume events.
• Provide on-site provisioning support where device counts and timelines require it.

Inventory & Asset Management

• Serve as the dedicated Inventory Prep Lead for assigned Medium and Large events, replacing the current ad-hoc coverage model. "Lead" denotes functional ownership of device readiness, not people management.
• Maintain inventory tracking and chain of custody via client infrastructure and/or local warehouse systems, including serialization and asset tagging.
• Manage post-event device collection, return processing, restocking, damage assessment, and serial number reconciliation.
• Support quarterly cycle counts and variance reconciliation for program inventory.
• Manage secure staging and storage of high-value and pre-release hardware.

Shipping & Event Logistics

• Own the warehouse → event → warehouse flow: inbound/outbound shipping, freight coordination, timelines, and contingency routing.
• Coordinate coverage for East Coast and out-of-region events supported out of the Bay Area facility, flagging lead-time and capacity risk early.
• Build and maintain the device logistics run-of-show for each event, aligned to the broader event production timeline.

Day-Of Hardware Support

• Provide first-line hardware support on-site: device swaps, hot-spare deployment, charging and connectivity checks, and rapid diagnosis of physical or device-level failures.
• Perform on-site provisioning where event volume or late guest additions require it, working to the same standards as warehouse prep.
• Troubleshoot to the boundary of the role and escalate cleanly — firmware issues at scale, account and connectivity issues, event-level and guest-experience issues to the Event Production Manager.
• Maintain an on-site hardware support kit — spares, cables, chargers, tools, and consumables — and own its readiness before every event.

On-Site Smart Bar Distribution Support

• Staff the Smart Bar wearables distribution function on-site alongside XFN partners
• Direct the device-distribution workflow on-site: briefing partner-team staff on prep standards, handout process, and record-keeping
• Support gifting/seeding logistics by tracking who received what, in what configuration, with accurate records.
• Ensure Smart Bar setup, device display, and station presentation meet program standards.
• Represent company and client with poise and discretion in front of VIP guests, executive stakeholders, and partner teams.

Coordination & Communication

• Act as the point of contact to partners, stakeholders, and cross functional working teams for device and inventory matters.
• Partner with the assigned Event Production Manager on event planning, on-site sequencing, and day-of decision-making; operate within their event structure while retaining ownership of device readiness.
• Participate in pre-event readiness reviews, XFN planning, and post-event debriefs.
• Escalate clearly and early when a device commitment is at risk, with options and recommendations.

Risk & Reporting

• Identify and mitigate risks to device readiness: Supply constraints, provisioning throughput, shipping delays, storage/hub gaps, last-minute guest or SKU changes, all with proactive contingency plans.
• Generate and distribute reports to leadership and program stakeholders: inventory position, deployment and recovery rates, labor tracking, spend, and post-event recaps.