Venue Logistics Coordinator

  • UEFA
  • Nyon, Switzerland
  • 11 May, 2022
Full time Coordinator Logistics Stadia & Operations

Job Description

Main goal

A key member of the venue logistics (VLOG) team, the venue logistics coordinator provides high-level service planning and support for club competition and UEFA Nations League finals, EURO 2024 and other competitions as required, delivering all services efficiently, effectively and with excellence.

 

Key responsibilities

Service delivery for club competition and Nations League finals:

- Coordinating the planning, set-up and on-site management of staff venue offices and project workspaces: compiling office, furniture and fencing requirements, using the database to manage supply and set-up; allocating desk, furniture and storage space; providing details for office layout plans based on workspace needs; supervising and instructing the contracted furniture suppliers;

- Supporting the planning and provision of on-site office management needs, including office supplies, key/access device management and meeting rooms;

- Planning and arranging venue break areas and provisions; overseeing the supply of coffee machines and consumables, water and snacks (both value-in-kind and purchased products) for staff based at venues;

- Managing venue logistics budgets for the event and/or sub-projects, creating purchase orders and following up on invoicing and payments;

- Managing venue petty cash and credit card expenditure, overseeing the purchase of essential ‘last-minute’ items at the venues for staff working at the on-site;

- Overseeing preparations and management on-site for assigned finals, performing the on-site position of venue logistics manager;

- Liaising with the volunteer project to organise volunteers to support the venue logistics team, providing numbers and revising role descriptions, and managing the volunteers on-site when acting as venue logistics manager;

- Inputting data in reporting systems: providing regular updates of project progress for competitions, and complete debrief reports;

- Supporting the venue logistics team with other projects and tasks as required.

 

Service delivery club competition matches throughout the season:

- Supporting the furniture procurement and contracting process, liaising closely with the UEFA procurement unit, commercial operations unit, legal division and other relevant entities;

 

Service delivery for EURO 2024:

- Planning fleet vehicle needs for the on-site broadcast and venue logistics teams at the ten EURO venues and the international broadcast centre (IBC), and liaising with the event transport team for the provision of the vehicles and all necessary materials and documentation (fuel cards, insurance cover, driver policies, etc.);

- Supporting the planning and delivery of the host broadcast (HB) production and technical teams’ movement plan, and booking the required buses and/or trains to move the five production and five technical teams between venues;

- Assisting with the planning of logistical services at the IBC in Leipzig, including catering, laundry service, parking, transport and uniform distribution;

- Writing and preparing operational procedures and training materials for venue and broadcast logistics staff, leading specific training sessions as required;

- Liaising with the volunteer team regarding venue logistics volunteer needs, providing numbers, position overviews and training information;

- Helping input venue logistics information into the EURO 2024 e-learning platform that teaches key target groups about each team’s work.

 

Profile

Experience required:

- from 4 to 6 years / Experience as an event or project assistant or coordinator, ideally in a multicultural environment; previous experience working on sporting events an advantage

Education:

- Other Qualification in project management, international business, event management or sport management an advantage

Languages:

- English / Proficient

Additional requirements:

- MS Excel / Proficient

- MS Outlook / Proficient

- MS PowerPoint / Advanced

- MS Word / Advanced

- Availability to travel and work abroad

- Flexibility to take on new tasks is an essential quality for this position, as duties will change depending on the team and events

- In addition to English, a good spoken and written level in either of the other official UEFA languages (French or German) would be an advantage

- Excellence in Excel is an essential skill for this position

- Previous experience of working with databases and working with volunteers would be an advantage

- Interest in sustainability