Event Coordinator

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TITLE

Live Event Operations Coordinator

SALARY RANGE

$60,000 - $70,000

THE PERKS

• Standard Health Benefits
• Phone Allowance
• Event tickets and access to live events

LOCATION

North York, ON

THE OFFICE

5 Days In-office

TEAM SIZE

3

THE ROLE

The engine room of live event production. You'll coordinate the crew, schedule, and moving parts that turn each show into reality — working alongside Account Managers, Production Managers, and the warehouse team to make sure every event lands cleanly. Fast-paced. Multi-event. No two weeks look the same.

• Event Crew Coordination (40%)
• Contractor Reconciliation & Project Close-out (30%)
• Production Logistics & Vendor Coordination (25%)
• Process Improvement & Systems (5%)

THE TASKS

Event Crew Coordination

• Scheduling freelance technicians and crew across multiple concurrent live events
• Sending availability inquiries and job offers across your freelance network
• Managing bookings, confirmations, and real-time changes as event details shift
• Building and distributing call sheets ahead of show dates
• Onboarding new contractors — rates, documentation, systems setup
• Managing time-off requests for the full-time team
• Coordinating cross-border travel and accommodations for out-of-town events
• Acting as the primary point of contact for the freelance crew network
• Forecasting crew needs against the upcoming event calendar

Contractor Reconciliation & Project Close-out

• Reviewing freelancer invoices against approved rates and hours worked
• Cross-checking timesheets against call sheets and flagging gaps
• Creating purchase orders per the company's approval process
• Owning project close-outs and reconciling event expenses for profitability tracking
• Tracking invoice status and resolving payment issues with contractors
• Keeping organized records for contractor billing and payments

Production Logistics & Vendor Coordination

• Coordinating equipment transportation between the warehouse and event sites
• Managing labour vendors, transportation partners, and venue contacts
• Partnering with the warehouse team on event pulls, loadouts, and returns
• Joining weekly operations meetings to flag risks and align with Account Managers
• Owning the small fires — last-minute crew swaps, gear changes, run sheet shifts during active events
• Maintaining accurate event records in the company's project management system

Process Improvement & Systems

• Spotting process gaps and proposing fixes
• Testing new tools, workflows, and best practices
• Driving improvements that make the function more efficient as the company scales

THE COMPANY

A growing live events and AV production company delivering full-service production for brand activations, music tours, corporate events, and large-scale activations. You'll work on shows you'll actually want to talk about — festivals, broadcast-quality stage productions, and culture moments across the GTA and beyond. Collaborative, blue-collar culture with a tight team and real runway.

THE OPPORTUNITY

Join a fast-paced live events company at a pivotal growth stage. You'll be the heartbeat of the production calendar — coordinating crew, vendors, and moving parts so every event lands cleanly. Work directly with the CEO, Operations Manager, and Director of Finance. Real ownership of the function and a real path into broader operations or production management as the company scales.

EXPECTATIONS TIMELINE

By Month 1

• Get fluent in scheduling software, time tracking systems, and project management tools
• Start building relationships with key freelance crew members and vendor partners
• Learn the event coordination cadence and reconciliation processes
• Shadow weekly operations meetings and absorb how projects move through the pipeline

By Month 3

• Independently coordinate crew across multiple concurrent events
• Process contractor invoices and purchase orders without supervision
• Lead vendor communications and own booking confirmations
• Proactively flag and resolve scheduling conflicts and event-day issues

By Month 6

• Own full-cycle coordination during peak event periods
• Manage complex multi-room events with large crew teams
• Coordinate cross-border logistics independently
• Contribute strategic input on labour forecasting in operations meetings

By Month 12

• Implement process improvements that materially lift department efficiency
• Mentor and train new team members on systems and workflows
• Take ownership of vendor relationships and rate negotiations
• Position for progression into broader operations or production management

WHO YOU ARE

• 2 to 4 years of coordination experience in live events, AV production, event management, hospitality, entertainment, or cultural production
• Comfortable working at pace — quick triage, instinctive decisions, last-minute changes are normal
• Tech-savvy with fast fluency in new tools — scheduling platforms, Google Suite, project management systems like Asana, Monday, or Trello
• Not the right fit if you're coming from warehouse logistics, supply chain, or dispatch — the toolset overlaps but the day-to-day is fundamentally live event execution and crew coordination

ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.

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