Job Summary
At Equinox Group, we don't just build exhibition stands—we deliver exceptional experiences across the globe. From major international trade shows to world-class events, our team thrives on precision, innovation, and making the impossible happen. If you're an organised, proactive problem-solver who enjoys working in a fast-paced environment where no two days are the same, we'd love to hear from you.
Company: Equinox Group – Exhibition & Event Services
Job Title: Logistics & Operations Coordinator
Location: Leeds
Role Overview
The Logistics & Operations Coordinator plays a key role in the successful planning and delivery of international exhibitions, events, and trade shows. The role is responsible for coordinating workforce logistics, global travel, accommodation, freight movements, and employee expenses, ensuring all operational requirements are delivered efficiently, accurately, and within budget.
Working closely with project managers, site teams, suppliers, freight partners, and the finance department, the coordinator will ensure staff and equipment are in the right place at the right time to support projects worldwide.
Key ResponsibilitiesWorkforce & Resource Planning
- Manage and maintain manpower schedules for multiple exhibition and event projects.
- Coordinate staff allocations based on project requirements and timelines.
- Liaise with project managers to ensure appropriate labour resources are available for each event.
- Update workforce records and communicate schedule changes promptly.
Global Travel Coordination
- Arrange worldwide travel for installation and event teams, including:
- Flights
- Rail travel
- Ferry and boat crossings
- Vehicle hire
- Taxi and airport transfers
- Produce detailed travel itineraries for staff.
- Monitor travel costs while ensuring efficient routing and compliance with company travel policies.
- Manage travel amendments, cancellations, and emergency changes when required.
Accommodation Management
- Research and source suitable hotels close to exhibition venues across the UK and internationally.
- Negotiate competitive rates where possible.
- Manage hotel bookings and rooming lists.
- Ensure accommodation meets operational requirements and project budgets.
Freight & Logistics
- Coordinate domestic and international freight shipments for exhibitions and events.
- Arrange import and export logistics with freight forwarders and shipping agents.
- Book freight into ports, exhibition venues, and customs facilities.
- Monitor shipment progress and resolve logistical issues.
- Ensure documentation is completed accurately and on time.
Expenses & Financial Administration
- Coordinate employee travel advances and expense requests.
- Liaise with the Accounts Department to arrange payment of travel expenses and allowances.
- Process invoices relating to travel, accommodation, freight, and logistics.
- Maintain accurate financial records and support budget tracking.
Operational Support
- Communicate with suppliers, venues, freight companies, and international partners.
- Maintain accurate records of bookings and logistics documentation.
- Provide administrative support to project teams throughout the event lifecycle.
- Respond quickly to operational changes and resolve logistical challenges.
Skills & ExperienceEssential
- Previous experience within logistics, travel coordination, exhibitions, events, or project administration.
- Strong organisational and planning skills.
- Experience arranging international travel and accommodation.
- Excellent attention to detail.
- Ability to manage multiple projects simultaneously.
- Strong communication and interpersonal skills.
- Confident using Microsoft Office, particularly Excel and Outlook.
- Ability to work under pressure and meet tight deadlines.
Desirable
- Experience within the exhibition, events, or live events industry.
- Knowledge of international freight forwarding and customs procedures.
- Familiarity with travel booking platforms and logistics software.
- Understanding of project scheduling and resource planning.
Personal Attributes
- Highly organised and proactive.
- Strong problem-solving ability.
- Flexible and adaptable in a fast-paced environment.
- Professional and customer-focused.
- Able to prioritise competing demands effectively.
- Works well independently and as part of a team.
Reporting To
Managing Directors
Working Hours
Full-time, with flexibility to support international projects outside standard office hours when required.
Benefits
- Competitive salary
- Company pension
- Holiday entitlement
- Professional development opportunities
- Opportunities to support international exhibitions and events
- Collaborative and dynamic working environment
Pay: £28,000.00-£35,000.00 per year
Benefits:
- Casual dress
- Free parking
- Life insurance
- On-site parking
- Sick pay
Work Location: In person
