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Logistics Coordinator Special Projects

il y a 1 mois

BoulogneBillancourt, Hauts-de-Seine, France HBS Temps plein

Purpose of the job

The Logistics Coordinator supports the Special Projects Team in all activities related to the department. Under the supervision of the Special Project Manager, the Logistics Coordinator Special Projects will work on all the aspects of logistics: accommodation, travels, uniforms, catering and more for various sport event such as Ice Hockey (IIHF), EHF Men & Women (Handball EURO), Berlin Marathon, Wokshops & meetings and more.

The Logistics Coordinator Special Projects will work closely with all HBS departments ( Production, IT, Finance, etc…) and with our suppliers to ensure that all required services are booked on time and within budget.


Main duties

(Primary role of the job)


  • To coordinate the logistics of different projects at the same time with the help of an assistant
  • Sourcing and planning all required services for the different events (flights, trains, transfers, car rental, accommodation, catering, uniforms, small shipment)
  • Secure the requested services accordingly
  • Follow all internal processes and policies, using the spreadsheets / documents or logistics software, to compile information
  • Make sure all services are booked within the allocated budget
  • Monitoring and updating reference documents / database maintaining records and checking the data accuracy between HBS and providers (rooming list, catering list…)
  • Follow up with invoices and payment following the financial procedures
  • Produce supports and guidelines for staff travelling with all their logistics information
  • Monitor the contracts conditions of the different services booked (attrition dates, room release payments conditions etc…)
  • Working closely with the Special Projects Assistants
  • Report to Special Projects manager and support the manager in multiple deliverables



Position relevant skills

(Education / Work Experience, IT)


  • Previous experience in Logistics or travel arrangements
  • Organisational skills
  • Ability to create workflows and monitoring documents
  • Attention to details / Troubleshooting skills
  • Good knowledge of MS Office (especially Excel and PPT)
  • Good interpersonal skills
  • Ability to liaise with individuals at all levels of the organisation staff
  • Flexible approach to work with the ability to adapt to changing priorities
  • Open minded for adaptation to work changes or evolution in working procedures
  • Travel can be required for onsite supervising of part or all logistical aspects
  • Customer and issue solving orientated with decision making capacities
  • Capacity to work in a pressured environment with hard deadlines


Key Interactions

  • Logistics Special Project Manager
  • Logistics Special Project Coordinator
  • HBS All staff
  • Travel operators ( travel agencies, airlines, hotels, car rental companies…)
  • Local suppliers


Required Languages :

  • English (Spoken & Written)
  • French (Spoken & Written)

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