Remote Logistics Manager | WFH

Job Title

Logistics Manager

Department

Project Management

Reports To

VP of Logistics

Location:

Remote

Job Overview

We are thrilled to announce an opportunity for a Logistics Manager to join our esteemed team. In this pivotal role, you will collaborate closely with the VP of Logistics to orchestrate all logistics and vendor activities for virtual and onsite continuing medical education events. Your expertise will be instrumental in ensuring seamless travel arrangements, catering, hotel accommodations, audiovisual requirements, and all onsite necessities. The ideal candidate will possess a proactive mindset, demonstrate independent judgment, and exhibit a steadfast commitment to delivering exceptional experiences for our clients and participants.

Key Responsibilities

• Oversee logistics budgets, identifying potential revenue enhancements and cost-reduction strategies.
• Provide the finance team with timely updates on budget statuses to ensure adherence to financial parameters.
• Collaborate with vendors and event managers independently to negotiate pricing, room configurations, staffing needs, and audiovisual setups.
• Manage onsite marketing materials and offer recommendations for food and beverage selections.
• Serve as the primary point of contact for vendors, ensuring all meeting specifics are confirmed well in advance.
• Liaise with faculty to coordinate planning calls, slide reviews, technical rehearsals, travel arrangements, and provide comprehensive logistics agendas for onsite activities.
• Supervise support staff for virtual or onsite meetings and assist in the recruitment of temporary personnel as necessary.
• Represent the company onsite and lead the event team. If unable to attend, remain accessible to address questions or issues.
• Approve and process all event-related expenses within ten days post-event.
• Ensure the completeness of all activity files prior to financial reconciliation.
• For virtual meetings, manage the virtual platform vendor, ensuring all materials are finalized and readily accessible.
• Conduct technical rehearsals with faculty and staff, leading live programs and ensuring exceptional service delivery.
• For live meetings, establish a master account with the venue and manage payments related to room setups, catering, and audiovisual needs.
• Coordinate hotel and travel arrangements, ensuring adequate accommodations for guests and meeting spaces.
• Communicate travel needs with faculty and staff, researching cost-effective options and providing these for approval.
• Serve as the internal logistics point of contact, providing clear updates during meetings and via project management software.
• Maintain a master spreadsheet to track all travel information, including flights, accommodations, and preferences.
• Create detailed agendas for faculty, staff, and vendors outlining travel, hotel, and meeting arrangements.
• Confirm all details one week prior and on the day of travel for all faculty and partners to ensure smooth logistics.
• Evaluate vendor performance quarterly to assess cost-effectiveness and identify areas for improvement.
  
  

Required Skills

• Proficient in standard office software, including word processing, spreadsheets, and databases.
• Strong foundational knowledge in event planning and logistics coordination.
• Familiarity with business contracts and their stipulations.
• Exceptional time management skills with a strong dedication to meeting deadlines.
• Effective conflict resolution skills and the ability to maintain positive relationships.
• Strong organizational capabilities to manage materials and information efficiently.
• Ability to remain composed and approachable under pressure.
• Strong analytical skills with the capability to draw conclusions independently.
• High-quality output under tight timelines while multitasking in a fast-paced environment.
• Proficient written and verbal communication skills for diverse audiences.
• Ability to foster and maintain constructive relationships with clients, colleagues, and management.
• Strong planning skills with meticulous attention to detail and accuracy.
• Basic mathematical skills for budgeting and calculations.
• Self-motivated and capable of working independently.
• Strong record-keeping and documentation proficiency.
  
  

Qualifications

• Bachelor's degree in business, communications, or a related field, or equivalent experience in event planning preferred.
• Prior experience in event planning, specifically within medical meetings, is desirable. Experience in the restaurant or hotel industries is advantageous.
  
  

Career Growth Opportunities

We are dedicated to fostering the professional development of our employees, providing numerous opportunities for growth within the logistics and event planning sectors. As a Logistics Manager, you will gain valuable experiences that can pave the way for advancement in your career.

Compensation And Benefits

This position offers a competitive starting salary ranging from \(50,000 to \)54,000 annually, accompanied by a comprehensive benefits package that includes health, dental, and vision insurance, life and disability insurance, paid time off, and a 401(k) retirement plan with an employer match.

Equal Opportunity Statement

We are committed to providing equal employment opportunities to all employees and applicants, prohibiting discrimination and harassment of any kind based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Join us to be part of a dedicated team that values collaboration, innovation, and professional growth!

Employment Type: Full-Time