Nowhere Production and Logistics Coordinator

Do you have experience with event production, negotiating with suppliers, leading and managing teams, and being an awesome professional  in 35º heat?

Do you enjoy  missions in challenging environments? Do you love it when a plan comes together?

Can you juggle multiple workstreams, come up with cost-effective solutions, and communicate effectively under pressure? Can you do it in English AND Spanish to ensure seamless communication with providers and on-site teams? Great, when can you start?

About us

Norg, the group of humans collaborating in organising Nowhere is recruiting for a Production & Logistics Coordinator – this is a paid position on a contract basis through the end of August 2025.

PURPOSE/SUMMARY: 

As the PLC, you will be responsible for maintaining a high level overview of the event production timeline and managing logistics of all essential goods and services. Strong communication skills in Spanish are crucial as you will regularly interact with local providers, suppliers, and staff both on-site and over the phone. 

The PLC researches and interacts with providers, requests and negotiates quotes, places and tracks orders, helps draft delivery plans, ensures materials are received and services delivered as agreed and in line with the permits requirements. You will work collaboratively to ensure realistic deadlines are communicated and understood; identify priorities and dependencies; and work proactively to resolve challenges..

You will keep the whole process documented as per instructions and are empowered to make decisions within agreed limits set by the Directors.

You will work alongside talented, unique humans, and form special bonds with those around you. It will be very tough and a lot of fun: you will learn new skills and push your limits. And yes, you will get paid for it. You will receive training in First Aid and get certified to operate a forklift.

DUTIES/TASKS

This is a year round role, with levels of involvement depending on the season. It peaks in summer with required presence on site for six weeks and has less activity during winter

Pre-event: January to May

• Maintain an up to date Event Timeline/Gantt Chart. This document lists all critical tasks and their deadlines, for all departments year round.
• Maintain a risk register for the organisation and annual event.
• Request quotes from different providers for all permit-critical or otherwise essential services, in order to identify the most competitive options. 
• Make sure all contracts terms and conditions are reviewed and filed accordingly before requesting signatures.
• Re-evaluate providers yearly in case new competition has entered the market or prices have changed.
• Request payments from the FineAnts department once purchases are agreed. 
• Prepare and plan purchasing lists for the Production office and relevant teams.
• Prepare delivery, tracking and collection plans, or supply plans, as necessary. Handle shipping issues as necessary.
• Arrange the rental agreement and maintenance of the Safehouses in time and with the correct contracts.
• Work with relevant departments (ie CIty Planning, Build, Gate, etc) to prepare a detailed map of container and cabin locations
• Arrange the necessary logistics needs are met, including road and site works, toilets, containers, cabins, generators, maps, and any other rental or purchases required. 
• Ensure the site is ready for starting the construction of the event prior to the first teams reaching the site.
• Plan and organise the Production office pre printing needs and Production Timeline.
• Ensure First Aid cover for build and strike crews is available on site. 
• Recruit Volunteers to support roles and make sure they have the tools and training pertinent to their role.
• Document the process as necessary, keeping independent and master timeline documents up to date.
• Provide weekly and monthly status updates to Metaleads and Directors. 
• Attend Director meetings once a month, weekly coordinator meetings, and any relevant meetings with project Leads or working groups. Meetings are via Zoom and in person when geographically possible.

On-site: June and July

• Keep track of all shipments according to an event timeline and consult with providers in case of delays, mistakes or damage.
• Receive providers and dispatch as appropriate
• Ensure the containers are safely and timely delivered, tagged, inventoried and documented. 
• Manage the Production Office volunteers duties making sure that the Production Village is always manned and duties are completed.
• Coordinate with the build, volunteer coordinator and barrios team to ensure that the permit requirements are met, as per the permit checklist, and that the site is ready for permit inspection.
• Observe and identify work-as-done, and take notes of its relationship to the event timeline, so that the event timeline may become more accurate.
• Be a part of the event time Coordinators team responsible for liaising with authorities and attend meetings with authorities, including on-site visits, as required. 
• After the event, ensure all rented goods are collected from the site as soon as they are not needed, to reduce rental fees whenever possible.
• Participate in any on-site meetings relevant to your role.
• Function as an available resource at the request of operational or incident leadership.
• Manage Production Village strike and inventory.

Post Event: August to December

• Help with the documentation of the event, including chasing paperwork as necessary, including: 
  • Reconcile budgets with actual expenditure. 
  • Evaluate which providers have performed as expected and which ones should be scheduled for replacement in the following year
  • Update the container inventory and if possible record their location within the storage yard to facilitate the organisation of the following year’s delivery plan.
  • Ensure that the inventory and overall documentation is gathered, correct and available
  • Provide feedback and highlight any areas that may need review or improvement
• Create PLC project plan for following Nowhere
• Participate in any debriefing as required including completing a Post Nowhere Report. Ensure leads reporting to you complete Post Nowhere Reports
• Provide feedback and highlight any areas that may need review or improvement , and subsequently be responsible for driving that improvement, by following up with and supporting those responsible when necessary
• Responsible for managing, logistics and production of the Annual Leads Meeting (ALM)