Marketing Events Coordinator

Job Title: Marketing Events CoordinatorDepartment/Team: MarketingLocation: Markham, OntarioType of job: Full-time, Permanent, In-PersonStart Date: January 2027OUR PROMISE TO YOUWe offer a fast-paced, dynamic, and creative environment where your opinions and ideas can make a difference. People who thrive here are all incredibly smart and self-starters who enjoy working in a positive, energetic and ever-changing environment. Quanser thrives on amazing internal and external relationships, so if you are looking for a company where you will enjoy hanging out with your colleagues... this opportunity is for you.We provide a corporate environment that emphasizes and supports individual growth, offering resources and development opportunities to ensure your long-term success. Our leaders care deeply about your career goals and will try to help you meet your professional aspirations. If all of this sounds like something you will enjoy, we look forward to hearing from you.POSITION OVERVIEWQuanser is seeking a highly organized, detail-oriented, and resourceful Marketing Events Coordinator to lead the coordination, logistics, and execution of our global events program. With participation in approximately 10-15 industry and academic conferences and tradeshows annually, in addition to hosting on-campus workshops and other events. These activities often involve complex logistics, international shipments, technical demonstrations, and coordination across internal teams and external partners.Working closely with the Marketing team and other internal stakeholders, you will take ownership of the operational execution of assigned events, ensuring that every detail is carefully planned, coordinated, and delivered. From managing vendors and international shipments to preparing technical equipment and supporting event staff, you will play a central role in ensuring our events run smoothly and professionally.The ideal candidate is a proactive problem-solver who thrives on managing details, coordinating people and resources, and seeing projects through to completion. You take pride in being the person others can rely on to anticipate challenges, resolve issues, and make things happen.RESPONSIBILITIESResponsibilities for this role include, but are not limited to:Event Planning & Execution:· Lead the operational planning and execution of Quanser’s global tradeshows, conferences, workshops, and academic outreach events.· Translate established event plans and requirements into detailed timelines, task lists, budgets, and logistical arrangements.· Coordinate all event logistics, including registrations, booth requirements, promotional materials, transportation, catering, and on-site services.· Serve as the primary operational contact for event organizers, venues, and external vendors.· Coordinate travel arrangements for event participants, including flight and hotel bookings, ground transportation, and other travel-related logistics as required.· Coordinate with internal stakeholders to ensure event requirements, deadlines, and responsibilities are clearly communicated and fulfilled.· Lead pre-event logistics meetings to ensure attending staff are fully equipped for successful participation.· Proactively identify potential challenges, troubleshoot issues, and implement solutions to keep events running smoothly.Shipping & Logistics Coordination:· Coordinate domestic and international shipments of technical demonstrations, booth materials, and promotional items.· Coordinate shipping schedules, documentation, and equipment readiness with internal teams to ensure all event materials are prepared and dispatched according to event deadlines.· Prepare, process, and verify shipping documentation, including commercial invoices, packing lists, customs documentation, and other required paperwork.· Work closely with Quanser's Logistics Specialist and Shipping/Receiving team, as well as external freight forwarders, customs brokers, and shipping providers, to coordinate domestic and international shipments and ensure the timely delivery and return of event materials.· Monitor shipments, anticipate potential delays, and resolve logistical issues before they affect event execution.· Maintain accurate equipment inventories and shipment recordsTechnical Demonstration Coordination:· Work with Sales, Engineering, and other technical stakeholders to coordinate the preparation of approved equipment and demonstrations for events.· Support the setup, testing, packing, and troubleshooting of technical demonstrations to ensure they are operational and ready for use.· Coordinate technical requirements, including power, connectivity, computers, software, and other equipment needed for successful demonstrations.· Maintain the readiness and organization of Quanser’s internal marketing demonstration area for customer visits, training, and other activities.· Identify equipment issues and coordinate with technical teams to resolve them before events.Vendor & Stakeholder Management:· Build and maintain effective relationships with event organizers, suppliers, freight providers, and other external partners.· Coordinate with internal departments, including Marketing, Sales, Engineering, Production, and Logistics, to ensure event requirements are delivered on time.· Obtain quotes, manage vendor deliverables, monitor expenses, and ensure services meet agreed-upon requirements.· Follow up proactively with vendors and internal stakeholders to keep activities on schedule and resolve outstanding issues.Event Administration & Continuous Improvement:· Maintain event schedules, budgets, documentation, checklists, and operational records.· Track event-related expenses and identify opportunities to improve efficiency and reduce costs.· Coordinate post-event equipment returns, inventory checks, and vendor follow-up.· Gather feedback from event participants and internal stakeholders to identify opportunities for improvement.· Maintain and refine standardized event procedures and documentation to improve consistency and efficiency.QUALIFICATIONSEducation & Experience· Post-secondary education in Event Management, Marketing, Business Administration, Logistics, Supply Chain Management, or a related field.· 2–4 years of experience coordinating corporate events, tradeshows, conferences, or similar programs.· Experience preparing and processing domestic and international shipping documentation, including customs paperwork, is strongly preferred.· Experience coordinating external vendors, freight providers, and cross-functional internal teams.· Experience working with technical equipment, product demonstrations, or engineering-related technologies would be considered a strong asset.Competencies & Attributes· Exceptional organizational skills, attention to detail, and ability to manage multiple events and competing deadlines.· Strong sense of ownership and accountability, with a commitment to delivering successful events.· Proactive problem-solving skills and the ability to anticipate challenges and resolve issues independently.· Excellent communication and interpersonal skills, with the confidence to coordinate and follow up with internal and external stakeholders.· Comfortable preparing shipping documentation, managing spreadsheets, tracking budgets, and maintaining detailed operational records.· Technical aptitude and a hands-on approach, with the ability and willingness to learn how to set up, test, and troubleshoot technical equipment and demonstrations.· Ability to follow technical instructions, work with hardware and software, and collaborate effectively with engineering teams.· Resourceful, adaptable, and calm under pressure, particularly when dealing with unexpected logistical or technical challenges.· Strong proficiency in Microsoft Office, particularly Excel and Outlook.· Willingness and ability to travel domestically and internationally approximately 10% of the time.· Valid Ontario driver’s licence and access to a vehicle would be considered an asset.COMPENSATION AND BENEFITSQuanser has a team-oriented and technologically passionate culture, offering competitive salaries commensurate with experience level and a full group benefits package including Health, Dental and Vision coverage. Quanser is committed to a healthy work-life balance, offering flexible hours and a wellness program.ABOUT QUANSERFor over 35 years Quanser has been supplying the world’s universities with innovative technology to teach and research the most exciting and important fields in modern engineering — robotics, mechatronics, control, autonomous intelligent systems, and more.Our extremely high-value solutions can be found in thousands of research and teaching labs. These labs fundamentally transform the way universities prepare the engineering leaders of tomorrow and build their global reputations. Driverless cars, high-performance drones, and biomedical wonders are the kinds of applications our users are immersed in.Through continued commitment to brilliant innovation, and non-compromising relationships with our customers, we have built an unparalleled reputation for technology, academic, and thought leadership.BRING YOUR WHOLE SELF TO WORKQuanser Consulting Inc. is an equal opportunity employer, committed to fostering a diverse and inclusive workforce that is representative of the communities we serve, as well as providing an accessible workplace. We provide employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.At Quanser we value the unique skills and experiences everyone brings to the company. We strive to provide a supportive and inclusive work environment, and we encourage all qualified candidates to apply, regardless of race, colour, religion, sex (including gender identity and/or expression), national origin, sexual orientation, civil union or relationship status, disability, age, parental status, military service, or other status protected under federal law.If contacted for an employment opportunity, please advise Human Resources of your preferred pronouns, if you require accommodation, or if you have any other considerations that we might be able to accommodate to ensure you have a positive interview experience.#J-18808-Ljbffr