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Senior Events Coordinator, Live Events
Full Time
•
On-site
•
Toronto, ON
•
Annual Salary
:
$
80000
-
$
100000
What you'll do
Delivering a Better Hiring Experience.
At Outhire, we believe in revolutionizing the hiring process to make it more equitable and enjoyable for everyone involved. Our innovative approach puts candidates front and center, offering in-depth looks at open positions, personalized advice, and interview preparation. But we don't stop there - our Visual Resume feature ensures that hiring managers see the complete picture of who you are and what you bring to the table while eliminating biases you may face with traditional hiring practices. With Outhire, you can trust that we'll work tirelessly to match you with the role that truly fits your skills, experience, and aspirations. Join us in our mission to create a better hiring experience
TITLE
Senior Events Coordinator, Live Events
SALARY RANGE
$80,000 - $100,000
BONUS
Discretionary
THE PERKS
Greater Toronto Area, ON
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.
THE TASKS
Crew Scheduling & Labour Management
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
THE SKILL SET
ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.
WANT TO SEE MORE JOBS OR GET MORE DETAILS?
Not the right role for you? Interested but want to learn more before applying? Maybe you want to refer a friend?
Visit Outhire.ca and Sign Up to get earlier notices on upcoming jobs, full compensation details including range and benefits, full expectations timeline, real-time status updates and more.
At Outhire, we believe in revolutionizing the hiring process to make it more equitable and enjoyable for everyone involved. Our innovative approach puts candidates front and center, offering in-depth looks at open positions, personalized advice, and interview preparation. But we don't stop there - our Visual Resume feature ensures that hiring managers see the complete picture of who you are and what you bring to the table while eliminating biases you may face with traditional hiring practices. With Outhire, you can trust that we'll work tirelessly to match you with the role that truly fits your skills, experience, and aspirations. Join us in our mission to create a better hiring experience
TITLE
Senior Events Coordinator, Live Events
SALARY RANGE
$80,000 - $100,000
BONUS
Discretionary
THE PERKS
- Standard Health Benefits
- Phone Allowance
Greater Toronto Area, ON
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%)
- Financial Processing & Project Reconciliation (25%)
- Logistics Coordination & Communication (25%)
- Process Improvement & Systems Development (10%)
- Team Leadership & Mentorship (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
- 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
- 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
- Owning logistics planning for large-scale multi-room events
- Making real-time operational decisions independently during active events without escalating to senior leadership
- 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
- 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
- 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
- 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 environment 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.
WANT TO SEE MORE JOBS OR GET MORE DETAILS?
Not the right role for you? Interested but want to learn more before applying? Maybe you want to refer a friend?
Visit Outhire.ca and Sign Up to get earlier notices on upcoming jobs, full compensation details including range and benefits, full expectations timeline, real-time status updates and more.
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