About Us
Extreme Exhibitions is a leading provider of creative exhibition solutions. We deliver exceptional experiences for clients across the UK and beyond. Join our dynamic team and help us keep operations running seamlessly behind the scenes.
The Role
We’re seeking a Logistics Coordinator to take responsibility for the planning, coordination, tracking and movement of exhibition stands, event materials, equipment and company assets across the UK and Europe.
This role ensures that all project logistics are delivered safely, efficiently and cost-effectively, supporting the successful installation and dismantling of exhibition stands and event environments.
The Logistics Coordinator acts as the central link between Project Managers, Production, Warehouse, Transport Providers, Site Teams, Venues and Event Organisers.
Key Responsibilities
Logistics Planning & Coordination
- Develop logistics plans for multiple exhibition and event projects simultaneously.
- Coordinate transportation requirements for exhibition stands, graphics, furniture, equipment and event assets.
- Produce detailed loading schedules, transport plans, delivery timelines and return logistics plans.
- Coordinate installation and breakdown schedules in line with venue access times and build windows.
- Monitor project logistics from dispatch through to return, storage and closeout.
- Identify and mitigate logistical risks, late deliveries, access issues and last-minute transport requirements.
Transport Management
- Book and coordinate company vehicles, haulage providers, specialist transport suppliers and courier services.
- Manage domestic and international freight arrangements, including urgent or time-critical shipments.
- Coordinate deliveries to exhibition venues, warehouses, suppliers, client locations and temporary storage facilities.
- Support efficient vehicle utilisation, route planning and consolidation of loads where practical.
- Track transport costs and identify savings, efficiencies and opportunities to reduce emergency freight spend.
- Maintain transport documentation, delivery records, proof of delivery and collection confirmations.
Warehouse & Asset Management
- Maintain accurate records of company assets, exhibition components, reusable materials and equipment.
- Coordinate asset movements between the warehouse, workshop, venues, suppliers and storage locations.
- Work with warehouse and production teams to support accurate picking, packing, loading and returns processes.
- Ensure assets are tracked, maintained, labelled and available for upcoming projects.
- Support stock control, inventory management, asset audits and condition reporting.
- Escalate asset shortages, damage, missing items or repair requirements promptly.
Event & Venue Logistics
- Liaise with event organisers and venues regarding delivery schedules, vehicle access, marshalling, loading bays and traffic management requirements.
- Ensure all transport activities comply with venue regulations, event guidelines and site access procedures.
- Coordinate onsite logistics requirements with Installation Managers, Site Supervisors and Project Managers.
- Maintain clear communication around arrival times, driver details, unloading arrangements and return movement plans.
International Freight & Customs
- Coordinate international shipments for European and overseas exhibition destinations where required.
- Prepare and manage commercial invoices, packing lists, freight documentation, customs paperwork and ATA Carnets where applicable.
- Liaise with freight partners, customs agents and project teams to monitor shipment progress.
- Resolve customs, transport or document issues quickly to protect project delivery deadlines.
Supplier & Contractor Coordination
- Build strong relationships with logistics providers, freight companies, couriers, storage partners and transport contractors.
- Obtain competitive quotations and support negotiation of transport rates and service terms.
- Monitor supplier performance, reliability, responsiveness and cost effectiveness.
- Coordinate third-party storage or specialist handling requirements where needed.
Health, Safety & Compliance
- Ensure logistics activities comply with company health and safety procedures and venue requirements.
- Support RAMS preparation relating to transport, loading, unloading and logistics operations.
- Check vehicle, driver and contractor compliance where relevant.
- Promote safe loading, manual handling, load security, site access and housekeeping standards.
Reporting & Administration
- Maintain logistics trackers, movement schedules, delivery calendars and asset logs.
- Provide regular updates to Project Managers, Production Teams and senior operations leads.
- Prepare transport manifests, loading instructions, delivery notes and logistics summaries.
- Record logistics costs against individual projects and support post-event reviews.
Knowledge & Experience
Essential
- Experience within logistics, transport coordination, warehousing, events, exhibitions, manufacturing or construction-related operations.
- Strong organisational and planning skills with the ability to manage multiple deliveries and deadlines simultaneously.
- Good understanding of transport, warehouse, loading, delivery and return processes.
- Excellent attention to detail and accurate record-keeping.
- Strong communication and problem-solving ability, particularly when managing time-critical movements.
- Proficiency in Microsoft Outlook, Excel and Word.
Desirable
- Experience within the exhibition and events industry.
- Knowledge of UK and European exhibition venues.
- Experience coordinating international freight, customs documentation or ATA Carnets.
- Experience with warehouse management, asset tracking or project management systems.
- Forklift awareness, warehouse operations training or IOSH Working Safely qualification.
Job Types: Full-time, Permanent
Pay: £30,000.00-£40,000.00 per year
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Store discount
Work authorisation:
- United Kingdom (required)
Work Location: In person
