Logistics & Planning coordinator - Newark - Halcyon Support

Description

Job Description
Logistics & Planning Coordinator
Position Overview
The Logistics & Planning Coordinator plays a pivotal role in ensuring seamless operations within our VIP security team. This position is responsible for managing resource allocation, coordinating travel arrangements, and overseeing event logistics to support secure movements and protective details. By maintaining close communication with security leadership and field teams, the Coordinator ensures that all resources-vehicles, personnel, equipment-are properly scheduled, documented, and deployed to uphold the highest levels of safety and efficiency.
Key Responsibilities

• Resource Allocation & Scheduling
  • Develop and maintain schedules for security personnel, vehicles, and equipment to ensure optimal coverage.
  • Track the availability and readiness of assets (e.g., fleet vehicles, technical equipment) and allocate them based on operational needs.
  • Coordinate with the Deputy Director of Security (Operations) to anticipate any special requirements or shifting priorities.
• Travel & Transportation Coordination
  • Arrange travel logistics for VIPs, including flight bookings, ground transportation, and hotel accommodations in collaboration with protective teams.
  • Work with local authorities and event venues to map secure travel routes, confirm parking permissions, and manage access credentials.
  • Maintain a real-time overview of all active and upcoming travel schedules, ensuring alignment with security protocols.
• Event & Venue Logistics
  • Coordinate on-site preparations for events-liaising with venue managers, caterers, and third-party vendors to guarantee secure access points and restricted areas.
  • Oversee setup and breakdown of security checkpoints, credentialing stations, and any equipment required for crowd management.
  • Collaborate with the Ground Operations Manager to align event logistics with security team deployment and rapid response planning.
• Inventory & Procurement
  • Monitor stock levels of essential supplies (e.g., protective gear, medical kits, communication devices) and initiate timely procurement or replenishment.
  • Maintain detailed records of equipment inventory, conducting regular audits to confirm readiness and compliance with safety standards.
  • Manage vendor relationships for equipment maintenance, repairs, and deliveries, ensuring minimal downtime or operational disruption.
• Documentation & Compliance
  • Prepare and update logistical documentation-such as travel itineraries, equipment checklists, and venue layouts-ensuring accuracy and consistency.
  • Record and archive all relevant logistics data for post-incident analysis, budgeting, and legal compliance.
  • Enforce organizational policies, including confidentiality measures and chain-of-custody protocols for sensitive material.
• Communication & Coordination
  • Act as a central liaison between security leadership, close protection teams, and external partners (e.g., hotel management, event planners).
  • Provide regular status updates on logistical operations, highlighting potential bottlenecks or emergent needs.
  • Facilitate interdepartmental communication to ensure alignment of ground, air, and tech security measures with overall logistical plans.
• Continuous Improvement
  • Evaluate the efficiency and effectiveness of existing logistics workflows, identifying areas for enhancement.
  • Implement best practices to streamline processes, enhance resource management, and improve safety outcomes.
  • Stay informed of industry trends, emerging technologies, and relevant regulations that could impact logistics planning.

Requirements
Qualifications

• Education & Experience
  • Bachelor's degree in Business Administration, Logistics, Supply Chain Management, or a related field (or equivalent experience).
  • 3+ years of experience in a logistics or operational coordination role, preferably within security, law enforcement, military, or event management environments.
• Technical Proficiency
  • Experience using scheduling software, fleet management tools, or inventory tracking systems.
  • Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with collaborative platforms (e.g., SharePoint, Teams, Slack).
• Analytical & Organizational Skills
  • Strong ability to multitask and handle complex scheduling demands under tight deadlines.
  • Attention to detail in maintaining accurate records and documenting changes to operational plans.
  • Problem-solving skills to quickly reassign resources and adapt to last-minute changes or emergencies.
• Communication & Interpersonal Skills
  • Clear, concise communication skills for interacting with internal teams, vendors, and external stakeholders.
  • Professional demeanor when representing the organization in high-pressure or public-facing scenarios.
  • Ability to build strong working relationships across diverse teams and cultural backgrounds.
• Additional Considerations
  • Experience in VIP protection or private security logistics is highly advantageous.
  • Knowledge of basic security protocols, emergency procedures, and transportation regulations is desirable.
  • A security clearance or the ability to obtain one may be required, depending on client contracts.

Personal Attributes

• Attention to Detail: Ensures every aspect of logistics-from scheduling to equipment allocation-is accurately accounted for, minimizing risk.
• Adaptability: Quickly adjusts to shifting priorities or unforeseen challenges, maintaining composure under pressure.
• Proactive Mindset: Anticipates future requirements, identifies potential bottlenecks, and proposes practical solutions before issues escalate.
• Team Player: Collaborates seamlessly with both leadership and field teams, fostering a culture of mutual support and respect.

Benefits
What We Offer

• Competitive salary commensurate with experience and qualifications.
• Comprehensive benefits package, including health, dental, and vision coverage.
• Opportunities for professional growth and skills development within a dynamic security environment.
• A supportive team culture that values initiative, communication, and operational excellence.