Events Logistics Coordinator

Company Overview

XPECT Solutions, LLC has built a strong reputation by supporting our clients in meeting their strategic goals and mission objectives. We provide high quality resources for a wide range of IT and security solutions at best-value pricing. Our success is built on a solid foundation of well-vetted, highly technical personnel, a disciplined project management approach, and an overarching commitment to customer service. We develop, test, deploy, and support exceptional solutions that enhance system functionality, while maximizing reliability and availability, and ensure the tightest security. 

Job Overview

The Events Coordinator serves as the operational lead responsible for coordinating and executing the logistics, materials management, shipping activities, inventory control, and field support functions that enable successful recruitment events under the contract. Reporting directly to the Event Recruitment Director, this role works as a key member of the Event Recruitment Team to ensure all recruitment marketing events, career fairs, workforce outreach activities, hiring events, and field recruiting engagements are supported with the materials, vendors, logistics, and operational resources necessary for successful execution. 

Working closely with the Event Recruitment Director, field recruiters, Government stakeholders, vendors, and internal marketing teams, the Event Logistics Manager translates event strategies into executable logistics plans that support contract requirements, workforce recruitment objectives, and recruiter readiness. The role serves as the primary coordinator for shipping, inventory management, event materials distribution, event-related procurement support, vendor coordination, and marketing logistics compliance while providing status reporting and risk management support to the Event Recruitment Director. 

The Event Coordinator ensures that recruiting teams receive the right resources at the right time, that event-related operational requirements are fulfilled efficiently, and that all logistics activities comply with contract requirements, Government procedures, and approved budget processes. 

This position will support a Federal Government customer in Washington, DC.

Core Responsibilities

The Event Coordinator is responsible for the operational planning, coordination, and execution of recruitment event logistics in support of contract requirements and workforce recruiting objectives. Working closely with the Event Recruitment Director, this role ensures recruiting teams, field offices, vendors, and stakeholders have the resources, materials, and support necessary to successfully deliver recruitment events and outreach activities. Here are the responsibilities:  

• Event Logistics & Operations Execution: Manage logistics for recruitment events, including schedules, shipping, venue coordination, event readiness, and issue resolution; provide status updates and support successful event execution. 
• Recruitment Event Toolkit & Materials Management: Maintain event toolkits, recruiting materials, booth assets, and inventory; coordinate distribution, replenishment, and tracking of event resources. 
• Shipping, Procurement & Marketing Logistics: Coordinate shipping activities, vendor services, printing, and event materials; obtain quotes, support ODC requests, and maintain procurement documentation. 
• Government & Contract Compliance: Ensure logistics activities comply with contract requirements, Government policies, approval processes, and documentation standards; support approved travel coordination. 
• Stakeholder & Field Coordination: Coordinate with recruiters, field offices, vendors, venues, and Government stakeholders; confirm materials are delivered and field teams are prepared for events. 
• Reporting & Continuous Improvement: Maintain logistics and inventory records, track event readiness, provide operational reporting, and identify opportunities to improve efficiency and event support. 

Requirements

• Active Top Secret Clearance
• Minimum of five years (5) years of professional experience leading recruitment marketing events, event marketing programs, workforce outreach initiatives, field activation programs, or related activities. 
• Ability to work on-site in the Washington, DC metropolitan area up to five days per week, with telework permitted when authorized by the Government. 
• Ability to travel in support of national recruiting and workforce outreach initiatives. 
• Demonstrated experience managing national-scale event programs involving multiple stakeholders, locations, and recruiting objectives. 
• Experience coordinating logistics and operational support across numerous simultaneous events and geographically dispersed teams. 
• Demonstrated experience managing logistics activities across multiple concurrent events and geographically dispersed locations. 
• Experience coordinating shipping schedules, inventory management, event materials distribution, and vendor delivery activities. 
• Experience obtaining procurement quotes, managing vendors, and supporting budget tracking activities. 
• Strong organizational, planning, and project coordination skills. 
• Experience collaborating with remote teams, field personnel, vendors, and multiple stakeholders. 
• Ability to manage competing priorities and meet tight deadlines in fast-paced environments. 
• Excellent written, verbal, interpersonal, and presentation communication skills. 
• Ability to manage multiple high-priority initiatives within fast-paced and deadline-driven environments. 

Benefits

Xpect Solutions, LLC is a one-of-a-kind employer with a talented team that is cleared at various levels and is certified in dozens of industry-recognized certifications. Our talented staff are the key to our success. They bring the knowledge, experience and technical skills to deliver the best solutions to our customers.

We support our team by providing open communication, win-win partnerships with clients and vendors, a team-oriented culture, and a focus on professional development and growth for a long-lasting and happy career.

We offer a benefits package that is designed to keep our most important assets – our employees – healthy, happy, energized and moving forward. Our philosophy is simple – empower our employees with the benefits, resources and the financial incentives they need to be successful.

Benefits and Perks:

• A competitive Medical, Dental, and Vision plan
• Retirement Savings Plan
• Life Insurance
• AD&D Insurance
• Short Term and Long Term Disability Insurance
• 3 weeks of annual PTO
• 11 days of Holiday PTO
• Performance Awards
• Referral Bonus Plan (of up to $5,000/year)
• Education Reimbursement/Training (of up to $2,500/year)

Xpect Solutions, Inc. is an equal opportunity and affirmative action employer, who participates in E-Verify. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, religion, age, disability, veteran’s status, or any other classification as required by applicable law. EOE/M/F/D/V

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