The Logistics Coordinator is responsible for planning, coordinating, and overseeing all logistical and on-ground operational requirements for Hillywood Fiesta. This includes the online and offline auditions, Bootcamp, production activities, and the Grand Finale. The role ensures that people, equipment, materials, transportation, accommodation, venues, and operational resources are in the right place at the right time, enabling every phase of the project to run efficiently and without disruption. This is a highly operational role that requires exceptional planning, coordination, and problem-solving abilities.

The Logistics Coordinator will: 

• Plan and coordinate all logistical requirements across the project lifecycle.
•  Manage travel, accommodation, transportation, and local movement for contestants, judges, mentors, crew, vendors, and guests. 
• Coordinate venue readiness and ensure all operational requirements are in place before each event. 
• Oversee movement and delivery of equipment, materials, production assets, and event supplies. 
• Coordinate with vendors, suppliers, transport providers, hotels, and local service providers. 
• Develop logistics schedules, movement plans, and operational checklists.
•  Monitor inventory and ensure all required resources are available on time. 
• Support site setup, dismantling, and operational readiness during auditions, Bootcamp, and the Grand Finale.
• Work closely with Production, Finance, Procurement, and Festival Operations to ensure seamless execution. 
• Identify logistical risks and prepare contingency plans to minimise disruptions.
•  Ensure compliance with health, safety, and operational requirements during all project activities.

This role reports directly to the Festival Operations Manager and works closely with the PMO Director, Program Manager, Creative Production Lead, Production Team, and all Mentors and Trainers engaged on the project.

We are looking for someone who thrives behind the scenes and understands that flawless logistics are the backbone of a successful event. The ideal candidate is highly organised, proactive, and capable of anticipating operational challenges before they arise. They should be comfortable managing multiple moving parts simultaneously, coordinating diverse stakeholders, and ensuring that every logistical detail from transport and accommodation to equipment and venue readiness is executed seamlessly. Above all, they should take ownership, communicate effectively, and remain composed under pressure to keep Hillywood Fiesta running smoothly from start to finish.

• Bachelor’s degree in Logistics, Supply Chain Management, Hospitality, Tourism, Event Management, Business Administration, or a related field. 
• 3–5+ years of relevant logistics or operations experience. 
• Experience in coordinating transportation, accommodation, and venue operations for large-scale events is highly desirable. 
• Familiarity with project management and logistics tracking tools is an advantage.

Relevant Logistics or Event Operations Experience – Candidates must have prior experience in logistics, operations, hospitality, large-scale events, festivals, productions, conferences, or similar operational environments. Experience managing complex logistical operations involving multiple vendors and stakeholders is essential. 

Excellent Planning & Coordination Skills – Must be capable of managing multiple logistical workstreams simultaneously while maintaining accuracy and attention to detail. 

Strong Communication Skills – Professional communication is essential and must communicate effectively with: 

• Vendors 
• Hotels 
• Transport providers 
• Production teams 
• Internal departments 
• Government authorities 
• Venue management 
• Contractors 

Strong Problem-Solving Ability – Must be able to respond quickly to unexpected operational issues such as transportation delays, accommodation changes, weather disruptions, equipment failures, or schedule adjustments. 

Ability to Work Under Pressure – The candidate must remain calm, organised, and solution-oriented during live operations and changing project conditions.

Willingness to Travel – Must be willing to travel extensively across the Northeast throughout the auditions, Bootcamp, and Grand Finale. 

Flexible Working Hours – Must be available to work evenings, weekends, holidays, and extended hours during critical phases of the project. 

Professionalism & Accountability – Must consistently demonstrate:

• Reliability 
• Ownership 
• Integrity 
• Accountability 
• Punctuality 
• Teamwork 
• Strong work ethic