Logistics Coordinator

About the role

Black Pearl Consult is seeking an organized, detail-oriented Logistics Coordinator in Abu Dhabi to manage and execute all travel-related arrangements for staff, artists, VIP guests and event partners. The role covers seamless travel logistics, cost-effective bookings and service standards aligned with the organization's operational and cultural needs. It suits someone with strong communication skills, experience with multi-destination itineraries and the ability to thrive in a fast-paced, event-driven environment.

Key responsibilities

• Arrange domestic and international travel, including flights, hotels, ground transportation, visas, permits and travel insurance.
• Prepare and manage travel itineraries, keeping them accurate and up to date.
• Coordinate travel for visiting artists, dignitaries and VIPs during events and programs.
• Handle last-minute changes calmly and efficiently.
• Liaise with travel agencies, airlines, hotels and transport providers to secure competitive rates and preferred arrangements.
• Maintain strong relationships with internal departments, especially Events, Operations and HR.
• Negotiate rates, contracts and service agreements where applicable.
• Ensure travelers meet visa, passport and entry requirements for each destination.
• Keep accurate digital and physical records of travel arrangements and approvals.
• Ensure bookings comply with company policy and budget guidelines.
• Track expenses, reconcile invoices with Finance, monitor travel budgets and report regularly on costs and utilization.
• Process travel reimbursements promptly and accurately.

Required profile

• Bachelor's degree in Business Administration, Hospitality, Tourism or a related field.
• 3+ years of experience in travel coordination, hospitality or event logistics; UAE experience preferred.
• Familiarity with visa processes and regional and international travel protocols.
• Experience working with high-profile guests and culturally diverse stakeholders.
• Excellent organizational and time-management skills.
• Outstanding verbal and written English; additional languages are a plus.
• Discretion, reliability and flexibility to adapt to changing priorities and work outside standard hours if needed.

Required skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills and the ability to interact with VIPs and high-profile individuals.