Kit Logistics Coordinator
Remote · Freelance · Paid per event · Worldwide
ChefPassport runs live virtual cooking events for corporate teams around the world. Before each event, every participant receives an ingredient kit at home. We are looking for a precise, self-directed coordinator to own that delivery process from the day a client signs until the last participant confirms receipt. You are paid per event, work fully remotely, and are engaged only when we have an event with kit delivery, typically two to four times a month.
Apply for this role →What you will do
- Build and maintain the participant tracker for each event: addresses, countries, dietary answers, order numbers, delivery status.
- Chase clients and participants until every address and dietary form is complete.
- Place ingredient orders with our US kit partner or with grocery delivery services in each country, applying per-person substitutions for allergies and diets.
- For countries we have not shipped to before, find and test the best grocery delivery service, confirm it carries every ingredient and delivers to third-party addresses, and document the process so the next event is faster.
- Track every shipment daily, contact participants who have not confirmed receipt, arrange replacements, and escalate anything unresolved 72 hours before the event.
- After the event, reconcile supplier invoices, log the cost per kit and per country, and write a short lessons note.
What we need from you
- 2+ years running order processing, fulfilment or purchasing for an e-commerce store, a logistics company or an events business.
- Proof that you work by the number: you keep trackers that are complete, you confirm before you assume, you flag problems before they become emergencies.
- Fluent written English. A second language (Spanish, French, German or Dutch) is a plus.
- Comfortable ordering on Instacart, Ocado, Albert Heijn, Migros and similar services, or able to learn a new one in an hour.
- Google Sheets at a working level: filters, lookups, conditional formatting.
- Available for daily check-ins during delivery weeks, including some overlap with US Eastern working hours.
- Reliable internet and a quiet place to make the occasional call to a supplier or participant.
How we work together
- Per-event fee: base fee for up to 30 kits in one country, plus a per-kit rate above that, a fee for every new country you source, and a bonus when 100% of kits are confirmed 48 hours before the event. Small monthly retainer in between events.
- One paid trial event to start. Long-term relationship if it goes well.
- Paid in USD via Wise within 7 days of your invoice.
How to apply
Use the form below. We need three things: a short note on the largest number of orders you have managed at once and how you tracked them, a link to a tracker you built, and your availability in US Eastern hours. Applications without all three will not be read. Shortlisted candidates get a paid two-hour trial task.