Logistics Coordinator

About us                                                             

Queensland's premier arts festival, Brisbane Festival lights up the city each September with extraordinary art, installations, and live performances from home and across the world. We are Boldly Brisbane – we reflect the diversity and unique voice of our river city. Our people make the impossible possible through passion, hard work, and care. 

The Position

The Logistics Coordinator supports the Programming and Technical Departments, to manage the Festival logistics requirements and ensure efficient delivery of productions, programs, and events, in collaboration with the Production Coordinator and Production Administrator. The Logistics Coordinator is responsible for planning, procuring, and delivering logistics resources, coordinating all accommodation and ground transport requirements, and providing flexible, practical, and proactive solutions to support the delivery of the 2023 Brisbane Festival program.

The role will commence May 2024 on a full-time 18 week contract.
 

Roles and Responsibilities

Coordinate key production logistics processes as part of the planning and delivery of the annual Brisbane Festival program:

• Work collaboratively with the Production Coordinator and Production Administrator to provide a high level of logistical support to the Program and Technical Departments
• Work with the Production Coordinator and Production Administrator to manage logistics ordering and scheduling processes using Brisbane Festival’s database system, Airtable. Monitor orders and provide timely instructions and training to staff in the order process
• Work with the Production Coordinator to update the Production Timeline with deadlines relating to logistics deliverables, and clearly communicate key deadlines to the Programming and Technical teams in a timely and supportive manner
• Collate artist accommodation requirements as advised by Producers and liaise with Festival accommodation suppliers to ensure clear and timely communication of rooming lists, with a high attention to detail
• Collate ground transport requirements as advised by Producers and liaise with Ground Transport providers to manage a high volume of artist transfers during the Festival
• Research potential suppliers for logistics deliverables (e.g. accreditation, t-shirts, hats, water bottles, green room supplies, and artist gifts), including products options, manufacturing timelines, sustainability, and costs
• Coordinate with staff and suppliers to ensure timely delivery of logistical deliverables during bump in and Festival delivery
• Work with the Production Coordinator and the Producers to ensure flight, accommodation, and ground transport schedules are maintained and clearly communicated with relevant staff
• Draft, manage and reconcile the Logistics budget, providing accurate and timely updates to the Executive Producer including explanation of any forecast changes to expenditure
• Develop and maintain a high degree of competency in operating and administering Airtable (Brisbane Festival’s database) and Office 365 programs and tools, and oversee management of Logistics information for the Programming and Technical teams
• Identify unmet logistical needs or opportunities to improve operational efficiency of the Programming and Technical departments during Festival bump in and delivery
• Provide day to day on-ground assistance to the Programming and Technical teams during Festival bump-in and delivery, including travelling to and from Festival sites and venues, and the Festival store, to make deliveries, solves adhoc logistical problems, and respond to urgent requests
• Any other duties as directed by the Executive Producers or the Production Coordinator provided that such duties are within the limit of the employee's skills and are of a fair and reasonable nature

Relevant Experience

Essential 

1. A team player who is passionate about arts and events, and good systems and processes
2. 2+ years experience in arts administration and a familiarity with event operations and logistical requirements
3. Experience using database or project management software to manage complex processes with a demonstrated ability to learn new IT skills quickly
4. Excellent interpersonal, written and verbal skills with demonstrated ability to develop and manage strong relationships
5. High attention to detail and time management skills to determine priorities and meeting deadlines
6. Open Queensland Drivers License

Desirable

1. Experience developing systems and processes in Airtable
2. Experience in a Festival environment

Apply Now

Visit brisbanefestival.com.au/jobs to download the Position Description and submit your application. Applications close at . Applications are strictly confidential.

Research shows that while men apply to jobs when they meet an average of 60% of the criteria, women and other marginalised folks tend to only apply when they check every box. So, if you think you have what it takes, but don't necessarily meet every single point above, please still get in touch. We would love to have a chat and see if you could be a great fit.

Brisbane Festival is an equal opportunity employer committed to diversity in the workplace. Our vision is to have a team which reflects the breadth and diversity of Brisbane’s population. Aboriginal and Torres Strait Islander People, LGBTQIA+, culturally and linguistically diverse applicants and people with a disability are encouraged to apply.