Operations & Logistics Coordinator

Operations & Logistics Coordinator

Job Type: Full-Time | Compensation: $90,000–$115,000 (Salaried)

Who We Are:

Black Box Security is Los Angeles’ premier boutique executive protection and security firm. We specialize in high-level protection and logistical support for high-net-worth individuals, entertainers, and corporate executives. Our team is known for professionalism, precision, and discretion. We are seeking an adaptable and highly organized Operations & Logistics Coordinator to join our HQ team and support the day-to-day logistics and back-end functions that keep our agents and clients mission-ready.

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The Role:

The Operations & Logistics Coordinator is responsible for planning, scheduling, and managing logistics for Executive Protection agents and high-level clients. This individual will coordinate travel, track assignments, oversee equipment and uniforms, process agent timekeeping and payroll inputs, and manage vendor relationships to ensure smooth operational execution across the company.

Key Responsibilities:

Client & Agent Logistics Coordination

• Schedule and track agent assignments, travel, and accommodations
• Assign agents to client details based on availability and fit
• Input assignments in TripIt or other tools and maintain calendar visibility
• Collect receipts and process travel-related documentation
• Track eligibility for per diem and day rates based on assignments

Timekeeping, Payroll & Finance Support

• Daily verification of agent hours in Tsheets / QuickBooks Time
• Submit timecards and expense reports; escalate overtime as needed
• Support billing, payroll, and vendor payment reconciliations
• Maintain expense logs via Expensify and Excel

Equipment & Uniform Management

• Track and maintain operations and trauma gear in EZ Inventory
• Prep and deliver gear/uniforms to agents; manage hygiene kits and restocking
• Coordinate with vendors for purchases, rentals, and repairs

Vendor & Tech Coordination

• Coordinate and onboard new vendors; collect NDAs and invoices
• Liaise with IT/Verizon for tech setup and device deployment
• Negotiate vendor pricing and logistics support for domestic and international assignments

Onboarding & Administrative Support

• Issue job codes for client accounts and assist with onboarding logistics
• Support creation of reports, manuals, travel documents, and internal presentations
• Deliver printed materials, client gifts, and meeting prep items
• Create and maintain task tracking in Asana

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Required Qualifications:

• Strong organizational and administrative skills
• Effective written and verbal communication
• Detail-oriented and self-driven in high-pressure environments
• Willingness to work flexible hours, including weekends as needed
• Comfortable using digital tools (TripIt, Asana, QuickBooks, Tsheets)

Preferred Qualifications:

• Experience in operations/logistics in security or high-profile client environments
• Familiarity with inventory systems (EZ Inventory), expense tracking (Expensify), and task/project management platforms
• Vendor research and pricing negotiation experience

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Perks & Benefits:

• Industry-leading compensation
• Paid time off and holidays
• 401(k), health, dental, and vision insurance
• Opportunities for internal training and professional development
• A supportive and high-performing team environment

Work Location: In person