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Logistics and Shipping Coordinator

POSITION OVERVIEW 

TED is looking for a Contract - Logistics and Shipping Coordinator to join the Conference Operations team. This is an opportunity for a contractor to support the execution of world-class conference events. You will have substantial working knowledge and experience of shipping and warehousing logistics, a flair for project management and strategic thinking, a curiosity for innovation and a passion for excellence. 

The  Contract - Logistics and Shipping Coordinator is well rounded with industry expertise in shipping and receiving logistics, transportation and customs, and dock coordination for onsite event logistics. 

You will support TED with sourcing and securing vendors, preparing shipping instructions and paperwork, communicating with internal and external stakeholders, tracking and coordinating shipments, managing cross-border transportation logistics, as well as updating and maintaining warehousing and inventory databases and other administrative tasks. 

QUALIFICATIONS/ SKILLS 

  • Experience in the shipping and logistics industry
  • Demonstrated experience of contract negotiation and vendor management
  • Demonstrated ability to leverage network and experience in supplier relations to deliver, execute and fulfill supplier and vendor contracts
  • 3+ years of direct event experience with a demonstrated increase in responsibility
  • Effective interpersonal skills, including verbal and written communications 
  • Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach. 
  • Works well under pressure, able to meet competing deadlines and work on multiples projects simultaneously, under minimal supervision
  • Superior organizational skills, motivated and enthusiastic work style
  • Must be proficient in: MS office, Google Docs, and Airtable. 

RESPONSIBILITIES 

  • Conduct RFPs as required and present findings to TED leads and assist with components of contracting approved vendors, including negotiation, contracting, and invoicing. 
  • Track, maintain, report and reconcile budgets of vendor contracts 
  • Liaise and maintain vendor relationships, ensuring accuracy and quality control. Maintaining change orders and day-to-day communications, providing consistent updates and project progress 
  • Coordinate the advance shipping and receiving logistics for all internal and external stakeholders, provide detailed shipping instructions, track all incoming shipments into TED master manifests. 
  • Work directly with local clearing services and brokers to assist in packages requiring such services. Coordinating and preparing all customs documentation. 
  • Coordinate pickup and return, including cross border trucking of TED owned inventory for delivery to temporary locations. Coordinate and complete all necessary paperwork, including carnets, bills of lading, waybills, manifests, shipping labels or other customs documentation. 
  • Organize and oversee the loading and unloading of trucks and movement of deliveries onsite. Providing dock management services to assist with scheduled and unscheduled trucks arriving, including freight and local deliveries. 
  • Manage production and load-in and out schedules, ensure all load-in and load-out logistics are booked and coordinated 
  • Coordinate the repacking of TED inventory, and ensuring TED databases are up to date. Manage new purchases requiring storage in inventory. 
  • Coordinate the recycling and donation program. 
  • Maintain and update shipping and warehousing databases, presentations and other documents on a regular and ongoing basis.  
  • Complete operational and administrative functions to ensure projects are delivered efficiently and on schedule. 
  • Adhere to branding and identity guidelines
  • Uphold and serve as an expert in the industry of logistics
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