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TITLE
Senior Events Coordinator, Live Events

SALARY RANGE
$80,000 - $100,000

BONUS
Discretionary

THE PERKS
LOCATION
THE OFFICE
5 Days In-office

TEAM SIZE
Under 5

THE ROLE
A senior coordination role requiring independent judgment and decisive execution under pressure, bridging operations and finance while managing crew scheduling, logistics coordination, and financial reconciliation for live event productions across multiple concurrent projects.

Crew Scheduling & Labour Management (35%)

Logistics Coordination & Communication (25%)

Process Improvement & Systems Development (10%)

THE TASKS
Crew Scheduling & Labour Management

Scheduling freelance crew using scheduling software and time tracking systems

Sending availability inquiries and job offers to freelance network

Managing crew bookings, confirmations, and real-time adjustments

Exporting and distributing call sheets for events

Coordinating onboarding for new contractors including documentation and rate setups

Managing vacation and time-off requests for full-time employees

Arranging cross-border crew travel including flights, accommodations, schedules

Serving as primary communication hub for freelance contractor

Forecasting labour needs for upcoming events

Leading labour forecasting and capacity planning for peak seasons

Serving as escalation point for complex scheduling conflicts, making independent decisions under tight timelines

Reviewing and processing contractor invoices

Verifying invoices against approved rates, hours worked, and project details

Cross-checking timesheets against call sheets and flagging discrepancies

Creating purchase orders per company policies and timelines

Tracking invoice status and resolving billing issues





Owning project close-outs and reconciling all expenses for profitability tracking

Maintaining organized records for contractor billing and payments

Overseeing project close-out accuracy and identifying profitability trends

Providing financial summaries and variance reports to leadership

Logistics Coordination & Communication

Scheduling equipment transportation with internal or third-party providers

Coordinating equipment movement tracking from internal operations to event sites

Managing vendor relationships including labour vendors and transportation providers

Coordinating with internal operations on fulfillment

Attending weekly operations meetings and providing updates on logistics and crew scheduling

Coordinating with Account Managers on project needs and real-time adjustments

Maintaining accurate records in the company ERP system

Handling last-minute changes and problem-solving during active events

Leading vendor negotiations on rates and service agreements

Making real-time operational decisions independently during active events without escalating to senior leadership

Process Improvement & Systems Development

Researching and testing new tools, processes, and best practices

Implementing improvements to enhance efficiency and effectiveness

Identifying process gaps and proposing solutions

Contributing to departmental development initiatives

Training and mentoring junior coordinators on systems, workflows, and decision-making

Establishing standard operating procedures to reduce dependency on senior leadership

Providing prioritization guidance to team members during high-pressure periods

Modelling best practices and setting the standard for the coordination function

THE COMPANY
A growing company in the live events and production space, supporting a range of projects across live event environments. The company operates in a collaborative, blue-collar environment with strong team culture and provides access to high-profile projects and industry networking opportunities.

THE OPPORTUNITY




Step into a senior role at a fast-paced live events company during a pivotal growth stage where you'll operate as the senior member of the coordination team with real autonomy. Bridge operations and finance while independently managing multiple concurrent projects during peak seasons. Work directly with senior leadership in a collaborative environment, guide and support junior coordinators, and shape departmental processes with unique perks. Experience in AV, live events, or a specific industry is not required.

EXPECTATIONS TIMELINE
By Month 1

Quickly master scheduling software, time tracking systems, and workflow management tools

Build relationships with key freelance crew members and vendor partners

Assess current scheduling and reconciliation processes and identify improvement opportunities

Begin attending and contributing to weekly operations meetings

By Month 3

Independently manage crew scheduling for multiple concurrent projects including complex multi-room events

Own contractor invoice processing, purchase orders, and project close-outs with minimal oversight

Lead vendor communications and handle booking confirmations autonomously

Act as a go-to resource for junior coordinators on systems and workflows

By Month 6

Own full cycle coordination during peak periods with full autonomy

Drive process improvements that reduce senior leadership involvement in day-to-day decisions

Coordinate cross-border logistics independently

Provide strategic input on labour forecasting and capacity planning

By Month 12

Establish yourself as the go-to point of ownership for crew scheduling, logistics and reconciliation

Document SOPs and help onboard new team members

Own vendor relationship management including rate negotiations

Provide input on operational scaling as the company grows

THE SKILL SET

3-5 years of experience in logistic coordination, operations, or project coordination in a fast-paced setting is ideal

Demonstrated ability to work independently and make sound decisions under pressure with minimal supervision

Strong organization skills with proven ability to create systems and manage multiple stakeholders simultaneously

Tech-savvy with fast computer proficiency and quick learning of new software systems

Experience mentoring or training team members on processes and systems is an asset

ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.
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📌 Senior Events Coordinator, Live Events (Ontario)
🏢 Outhire
📍 Ontario