Project & Events Coordinator in London

Job Description

About the Role

We are seeking an experienced and highly organised Freight Forwarder to join a Projects & Events logistics team close to Heathrow. This role is responsible for coordinating the end-to-end movement of freight and equipment for exhibitions, conferences, live events, corporate activations, touring productions, and other time-critical projects.

The successful candidate will manage international and domestic shipments, liaise with clients, suppliers, carriers, customs brokers, venues and on-site teams, and ensure that all cargo arrives safely, on time and in line with project requirements.

This is a fast-paced role where attention to detail, problem-solving and the ability to work effectively under pressure are essential.

Key Responsibilities

· Coordinate end-to-end freight forwarding activities for projects, exhibitions and events.

· Arrange international and domestic air, sea and road freight, including courier and specialist transport where required.

· Prepare and manage shipping documentation, including commercial invoices, packing lists, airway bills, bills of lading and customs documentation.

· Coordinate import, export and customs clearance requirements across multiple countries.

· Liaise with airlines, shipping lines, hauliers, warehouses, customs agents and other logistics partners.

· Develop and maintain detailed shipment schedules to meet strict event deadlines.

· Track shipments and proactively manage delays, disruptions and changes to delivery requirements.

· Coordinate collection and delivery schedules with venues, exhibition centres, event organisers and production teams.

· Advise clients on appropriate freight solutions, routing, lead times, costs and documentation requirements.

· Obtain and compare freight quotations and negotiate rates with logistics suppliers where appropriate.

· Monitor shipment costs and ensure accurate invoicing and cost allocation to projects.

· Coordinate temporary imports, carnet movements and re-export requirements where applicable.

· Support the movement of exhibition stands, event equipment, AV equipment, production materials, merchandise and other project cargo.

· Maintain accurate shipment records and provide regular status updates to clients and internal stakeholders.

· Attend or support on-site operations when required, including event build-up, breakdown and time-critical deliveries.

· Identify potential logistical risks and implement contingency plans.

· Ensure all freight movements comply with relevant customs, transport, insurance and regulatory requirements.

· Build strong working relationships with clients, suppliers and internal project teams.

About You

You will be a proactive and solutions-focused freight forwarding professional who understands the unique demands of the projects and events environment. You will be comfortable managing multiple shipments simultaneously and working to immovable deadlines.

Essential Skills & Experience

· Previous experience in freight forwarding, logistics or international transport.

· Experience handling project cargo, exhibitions, events or other time-critical logistics is highly desirable.

· Good knowledge of international shipping and customs procedures.

· Experience with air, sea and road freight.

· Strong organisational and time-management skills.

· Excellent attention to detail and documentation skills.

· Ability to manage multiple projects and priorities simultaneously.

· Confident communication skills with clients, suppliers and operational partners.

· Strong problem-solving skills and the ability to remain calm under pressure.

· Commercial awareness and understanding of freight costs and quotations.

· Good IT skills, including Microsoft Office and freight/logistics systems.

Desirable

· Experience with exhibition and event freight.

· Knowledge of ATA Carnets and temporary import/export procedures.

· Experience working with venues, exhibition centres, production companies or event agencies.

· Knowledge of international customs regulations.

· Experience coordinating on-site event logistics.

· Dangerous goods awareness/certification where relevant.

· Existing relationships with international freight and logistics suppliers.

Personal Attributes

· Organised: Able to manage detailed schedules, documentation and multiple shipments.

· Proactive: Anticipates problems before they become issues.

· Reliable: Understands the importance of meeting non-negotiable event deadlines.

· Commercial: Balances service requirements with cost-effective logistics solutions.

· Calm under pressure: Comfortable handling last-minute changes and time-critical situations.

· Client-focused: Builds trusted relationships and provides clear, professional communication.

· Team-oriented: Works collaboratively with project managers, operations teams and external partners.

What We Offer

· The opportunity to work on high-profile international projects and events.

· A varied and fast-paced working environment.

· Exposure to global logistics and specialist project freight.

· Opportunities for professional development and career progression.

· Competitive salary and benefits package.

· A collaborative and supportive team environment.

Salary dependent on experience Upto £45,000

Monday - Friday 09:00am - 17:30pm or 08:30am - 17:00pm