Seasonal Consumable Product Logistics Coordinator
South By Southwest
Austin, TXThis was removed by the employer on 1/27/2020 10:18:00 AM PST
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Full Time Job
Job Purpose:
Assist the Client Events and Sponsorship teams with a range of responsibilities including fulfillment for SXSW sponsors through information management, event planning (pre-event and onsite) and creative problem solving. Manage all steps of the consumable product integration process including, gathering product requests for each event, creating product delivery grids for each sponsor, and coordinating the delivery logistics to each event onsite. Maintain accurate tracking processes and documents through ongoing coordination with all SXSW departments, distributors, bottlers, sponsor agencies, SXSW vendors and direct client representatives specifically pertaining to consumable product integration
Responsibilities
Include but are not limited to:
Production pre-planning including interdepartmental coordination and cooperation with all applicable SXSW departments (Planning, Sales, Special Projects, Film, Music, Programming, etc.) on consumable sponsor product requests for parties, meet-ups, shows, etc. and the distribution of product for each.
Consumable product database/spreadsheet management of all detailed product requests for consumable sponsor product integration at various SXSW and client-produced events (i.e. beer, soda, juice, tea, energy drinks, chips, vodka, more) including but not limited to the following:
• Dates of events
• Events' hours of operation
• Attendance numbers
• Delivery timetables
• Quantities requested
• Quantities confirmed for delivery
• Points of contact pre-festival and onsite
Advance conversations and integrate sponsor product across SXSW and client-produced events through ongoing communication between consumable sponsor brands, their bottlers and distributors, marketing teams, SXSW event organizers, and in-house exclusive caterers.
Research and secure delivery/moving services for movement of product across official SXSW events, as well as plan and execute product delivery routes and schedules.
Directly correspond with sponsors to send weekly contracted and official venue lists, thorough and accurate product requests, and daily product delivery schedules.
Post-event recap and collection of all pertinent consumable sponsor product data tracked, adjusted and recorded during the event (i.e. adjusted quantities; brief notes on successes and challenges; etc.)
On Site Responsibilities:
• Track and record each product delivery during the event, including the addition of last-minute product requests and cancellations, primary client and vendor contact list(s), day-by-day event sponsor schedule, and more to be determined as needed
• Utilization of a cargo van and/or a golf cart to monitor and (if necessary) subsequently transfer product overflow from one event to another
• Assist as needed with client load-ins, roaming various client activation areas and ensuring all client needs are met
• Meet regularly with the Client Events and Sales teams to discuss problems/solutions in place
Qualifications
Qualifications include:
• Background in event production strongly preferred
• Proficiency in Google Docs and Microsoft Office
• FileMaker Pro skills would be of benefit but not required
• Ability to take direction then accurately and efficiently see projects through to completion
• Must possess a positive attitude and eagerness to learn
• Strong multi-tasking skills and attention to detail
• Ability to work under pressure
• Strong written and verbal communication skills
• Self-motivated individual that takes personal responsibility and pride in their work
• Must have a current/valid driver's license
• Must be comfortable driving a cargo van and golf cart
Physical Requirements:
This position requires the ability to lift 25-40 pounds regularly and regular operation of hand truck.