Logistics Coordinator

Location: Nagoya, JapanLine Manager: Logistics ManagerContract : Fixed TermJob Overview:GL events Japan K.K. is the Japanese branch of GL events, a global leader in integrated event solutions and services. Leveraging decades of expertise in major international sporting events; including the Olympic Games, FIFA World Cup, Rugby World Cup and many others, the company delivers end-to-end solutions across event space design, overlay and temporary infrastructure, operations, logistics, and technical support. As part of GL events Group, operating in 20+ countries with over 5,000 employees and €1.3bn in revenues, GL events Japan supports world-class projects like Expo 2025 Osaka and the Asian Games 2026 in Nagoya. The Logistics Coordinator is primarily responsible for overseeing local logistics and last-mile delivery operations, ensuring the efficient and timely transportation of materials, equipment, and commodities from warehouses or ports to project sites.The role supports national and international supply chain activities, coordinating shipping schedules with suppliers and logistics partners while guaranteeing seamless execution from supplier dispatch through final on-site delivery. With strong focus on domestic trucking operations, site access coordination, and delivery performance, the Logistics Coordinator ensures cost efficiency, regulatory compliance, safety standards, and high service levels across all stages of logistics operations, including import/export and on-site support.Key Responsibilities: Planning & CoordinationDevelop and update detailed logistics schedules in alignment with project timelines.Coordinate shipments across multiple transportation modes, focusing on the domestic logistics (local transport).Schedule and track deliveries using client platforms such as the Master Delivery Schedule (MDS).Liaise daily with Site Managers (SM) to ensure smooth site deliveries. Documentation & CompliancePrepare, verify, and process logistics documents: invoices, packing lists, deliveries notes, etc.Ensure adherence to local transport regulations.Liaise with customs brokers and authorities to maintain compliance with Japanese and international laws.Maintain organized, digitized, and traceable logistics documentation. Cost & ReportingControl logistics costs through Purchase Orders (POs), freight quotations, and invoice management.Prepare logistics reports, cost analyses, and KPI dashboards for management review.Approve delivery timesheets and sign off on transport-related payments. Local Logistics & Last-Mile Delivery (Trucking Operations)Coordinate and schedule domestic truck deliveries (FTL/LTL) to project sites, ensuring on-time performance and compliance with site access requirements.Plan and optimize last-mile routes considering delivery windows, traffic conditions, load restrictions, and safety regulations.Liaise with local transport companies, drivers, and dispatch teams to ensure efficient execution of deliveries and collections.Ensure proper load securing, documentation, and proof of delivery (POD) for all site shipments.Monitor real-time delivery status and proactively resolve delays, access issues, or route deviations.Coordinate special equipment transport (cranes, forklifts, oversized cargo) when required.Ensure compliance with local road transport laws, weight limits, and safety standards.Manage reverse logistics, including material returns, waste removal, and equipment demobilization.Support on-site unloading coordination and confirm site readiness (storage space, machinery availability, manpower).Maintain performance records of local carriers, tracking KPIs such as on-time delivery, damages, and cost efficiency. Supplier Development & Supply Chain SupportSupport the identification, evaluation, and development of local and international suppliers for warehousing, transportation, and packaging services and supply.Collaborate with Procurement and Logistics Managers to qualify new partners aligned with project requirements, cost targets, and compliance standards.Monitor supplier performance through KPIs (service level, on-time delivery, quality, cost efficiency) and implement improvement plans when necessary.Conduct regular supplier reviews and operational alignment meetings to ensure service reliability and continuous improvement.Support negotiation processes by providing operational data, benchmarking, and logistics cost analysis.Promote standardization of packaging solutions to optimize transport efficiency, reduce damages, and support sustainability goals.Ensure suppliers comply with company Quality, ISO, safety, and sustainability policies.Identify risk factors within the supply chain (capacity constraints, lead time variability, compliance risks) and propose mitigation strategies.Foster long-term partnerships to enhance flexibility, scalability, and innovation within the logistics network. Warehousing & Site OperationsSupport warehousing operations, ensuring accurate inventory and stock control.Track inbound material from domestic and international shipments through delivery to project sites.Support monitoring the stock of spare materials and consumables on-site for operational readiness.Supervise local service providers for delivery, installation, and removal of project materials.Liaise with Site Managers (SM) to ensure on site machinery and storage areas availability. Continuous Improvement & ComplianceMonitor logistics performance and identify opportunities for optimization.Apply group Quality, ISO, and Sustainable Development procedures.Promote Kaizen and safety culture within all logistics activities.Report any non-conformities or risks to the Logistics Manager and Quality team. Qualifications:Bachelor’s degree in Logistics, Supply Chain Management, Engineering and co-related areas.Minimum 2 years of experience in logistics coordination or supply chain operations, preferably within events industry.Strong knowledge of international shipping, customs clearance, trucking operations, and warehouse management.Fluency in English and Japanese (reading, writing, and verbal communication).Advanced proficiency in Excel and logistics tracking tools.Excellent problem-solving and analytical skills under pressure.Flexible availability to support project timelines and emergency operations.Flexible for short-to-long-term travel or work base deployments. Work EnvironmentProject-based role with national and international travel (sites, ports, warehouses).Collaborative work with multicultural teams in dynamic project conditions.Nagoya Office based with hybrid role with occasional travel to suppliers, ports, or warehouse sites.