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TITLE
Logistics Coordinator, Event Services

SALARY RANGE
$60,000 - $75,000

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
A key contributor role bridging operations and finance, managing crew scheduling, logistics coordination, and financial reconciliation for live event productions.

• Crew Scheduling & Labour Management (40%)
• Financial Processing & Project Reconciliation (30%)
• Logistics Coordination & Communication (25%)
• Process Improvement & Systems Development (5%)

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

Financial Processing & Project Reconciliation

• 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

Logistics Coordination & Communication

• Scheduling equipment transportation with internal or third-party providers
• Coordinating equipment movement tracking from warehouse to event sites
• Managing vendor relationships including labour vendors and trucking companies
• Coordinating with internal warehouse 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

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

THE COMPANY
A rapidly growing live events production company experiencing year-over-year growth, providing full-service AV equipment and support for brand activations, touring, and corporate events. 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
Join a fast-paced live events company at a pivotal growth stage where you'll bridge operations and finance while managing multiple concurrent projects during peak seasons. Work directly with the CEO and Operations Manager in a collaborative environment with unique perks including event tickets and access to exclusive high-profile productions.

EXPECTATIONS TIMELINE
By Month 1

• Master scheduling software, time tracking systems, and workflow management tools
• Build relationships with key freelance crew members and vendor partners
• Understand scheduling processes and invoice reconciliation procedures
• Shadow weekly operations meetings and learn project coordination protocols

By Month 3

• Independently manage crew scheduling for multiple concurrent projects
• Process contractor invoices and purchase orders without supervision
• Lead vendor communications and handle booking confirmations autonomously
• Proactively identify and resolve scheduling conflicts and logistical issues

By Month 6

• Own full cycle coordination during peak periods
• Manage complex multi-room events with large crew teams
• Coordinate cross-border logistics including travel and transportation independently
• Provide strategic input in weekly operations meetings on labour forecasting

By Month 12

• Implement process improvements that enhance department efficiency
• Mentor and train new team members on systems and workflows
• Take ownership of vendor relationship management and rate negotiations
• Position for progression to Senior Labour Coordinator or Operations Manager role

THE SKILL SET

• 2 years of experience in logistic coordination, operations, or project coordination in a fast-paced environment is ideal
• 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 with Google Sheets is an asset

ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.
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