Fulfillment & Logistics Coordinator

This is a Third-Party Contract role.

About the Role

As the Fulfillment and Logistics Coordinator your contribution to the organization will be to support a seamless accurate and elevated guest staff and partner experience through the coordinated delivery of ticketing guest packages credentials event supplies and logistics across the global MotoGP calendar.

This hands-on role supports the planning and delivery of fulfillment and logistics activity for 20 international MotoGP events annually. Working closely with the Fulfillment and Accreditation Manager Event Operations Guest Services Commercial teams circuits and suppliers the Coordinator will maintain accurate records manage physical materials coordinate shipments and ensure each event is fully prepared for on-site delivery.

Achieving This Will Require

• Strong organization attention to detail and operational discipline across high-volume fulfillment and logistics workflows.
• The ability to manage multiple deadlines inventories suppliers and shipment requirements across an international event calendar.
• A proactive solutions-oriented approach to identifying risks early and following tasks through to completion.
• Clear communication and effective collaboration with internal teams circuits vendors and event stakeholders.
• Confidence using trackers spreadsheets and operational systems to maintain accurate up-to-date information.
• The flexibility to work in a fast-paced live-event environment including travel and event-day support.

Performance Will Be Evaluated On:

• Accuracy completeness and timeliness of fulfillment inventory shipment and event-readiness activity.
• Effective coordination of physical materials suppliers shipping partners and delivery schedules.
• Quality and accuracy of operational documentation trackers inventory records and reporting.
• Proactive communication issue escalation and dependable follow-through across all assigned responsibilities.
• Quality of on-site support and contribution to a seamless guest staff partner and stakeholder experience.
• Contribution to post-event learnings process improvement and operational efficiency.

Core Responsibilities

Fulfillment and Logistics Coordination

• Support end-to-end fulfillment and logistics activity for 20 MotoGP events annually from advance planning through post-event reconciliation.
• Maintain detailed event trackers fulfillment schedules inventory records shipment logs and operational checklists.
• Coordinate the ordering receipt packing storage and distribution of guest packages event supplies uniforms printed materials credentials and other physical items.
• Prepare shipment documentation and coordinate domestic and international deliveries with couriers freight partners suppliers and venues.
• Track shipment status proof of delivery customs requirements where applicable and follow up promptly on delays shortages or discrepancies.
• Support inventory counts quality control checks stock movement tracking and post-event returns or storage requirements.
• Ensure materials are packed labelled and dispatched accurately in line with event timelines and operational needs.
• Maintain clear records of orders deliveries inventory usage and fulfillment activity to support accurate reporting and budget control.

Accreditation and Credentialing Support

• Support the Fulfillment and Accreditation Manager with accreditation submission timelines data collection and stakeholder follow-up.
• Maintain accurate credential and access records for staff vendors guests partners and other approved stakeholders.
• Prepare badges lanyards credential packs and associated materials in line with approved access levels and distribution plans.
• Assist with credential printing quality control and the secure preparation of access materials.
• Coordinate with internal creative and production teams on printed credential signage and fulfillment asset requirements.
• Support accreditation communications by ensuring relevant information deadlines and collection instructions are accurate and issued on time.
• Handle sensitive guest and access information in line with data security privacy and event accreditation policies.

MotoGP App Management

• Support the day-to-day management of the MotoGP hospitality app including uploading approved guest information and ensuring content remains accurate and up to date before and throughout race weekends.
• Coordinate the experiences offering within the app including descriptions timings availability and operational updates working with relevant teams to reflect any last-minute changes.
• Monitor feedback and recurring issues support troubleshooting and escalation and recommend practical improvements to the app experience content and supporting processes.

On-Site Event Delivery

• Support the setup operation and tear-down of fulfillment and accreditation areas at selected MotoGP events globally.
• Receive organize distribute and reconcile event materials supplies and guest packages on site.
• Assist with credential collection issue resolution and the escalation of access or fulfillment queries to the appropriate lead.
• Carry out inventory and equipment checks to ensure printers scanners supplies and physical materials are ready for use.
• Liaise professionally with event staff suppliers circuits hospitality teams and stakeholders to support smooth operations.
• Contribute to real-time problem solving while maintaining a calm service-focused approach during live events.
• Support broader event operations initiatives as required to deliver a seamless event experience.

Systems Process Improvement and Administration

• Keep operational systems trackers files and templates current accurate and accessible to relevant team members.
• Support the development and use of standardized checklists packing lists fulfillment templates and process documentation.
• Identify recurring issues inefficiencies or risks and propose practical improvements to the Fulfillment and Accreditation Manager.
• Assist with post-event reconciliation reporting debriefs and the capture of learnings for future events.
• Support supplier and purchase-order administration including maintaining supporting documentation and tracking delivery status.
• Work cross-functionally with Operations Guest Services Commercial Hospitality Marketing Partnerships Security and Event Delivery teams.

Team Collaboration

• Work closely with the Fulfillment and Accreditation Manager and wider event team to ensure priorities and deadlines are clear.
• Provide reliable hands-on support to temporary event staff suppliers and team members where required.
• Contribute to a collaborative one team approach across departments cultures and events.
• Participate in training on fulfillment processes accreditation systems equipment and event operational procedures.

Requirements

Education and Experience

• 2 years experience in event logistics fulfillment ticketing accreditation guest services operations or a related live-event environment.
• Experience supporting multi-event high-volume or international operations is strongly preferred.
• Motorsport sports hospitality entertainment agency venue or supplier experience is advantageous.
• Experience coordinating physical inventory shipments event materials or supplier deliveries is strongly preferred.
• Experience working with spreadsheets inventory trackers project-management tools ticketing systems or accreditation platforms is preferred.
• Bachelors degree or equivalent experience in Event Management Hospitality Business Operations Logistics or a related field preferred.
• Spanish and English proficiency required; Italian proficiency is advantageous.
• Current and ongoing right to work in Spain required.

Interpersonal Skills and Traits

• Highly organized detail-oriented and comfortable managing several tasks and deadlines simultaneously.
• Proactive and dependable with strong ownership of assigned responsibilities.
• Clear and professional communicator with a collaborative service-focused approach.
• Strong problem-solving skills and the ability to remain calm under pressure.
• Adaptable and comfortable working in an evolving fast-paced event environment.
• Culturally aware and comfortable working with international teams and stakeholders.

Physical

• Prolonged periods sitting at a desk and working on a computer.
• Extensive walking and standing for periods greater than 12 hours while at events.
  
• Full-time in-person role based in the Barcelona Spain office.
• Requires flexibility to work long hours evenings weekends and event days as needed.
• Requires international travel of up to 30% with targeted travel expected to be approximately 1825%.

Required Experience:

IC