Meetings and Events Coordinator

Encore Travel; Remote; CAD 50,000 - 70,000; Full time

Job summary

A leading travel management company in Montreal seeks a Meetings and Events Coordinator to streamline logistics for corporate events. The ideal candidate will manage venue sourcing, coordinate with internal teams, and deliver top-notch client service with a focus on detail. This remote position requires at least three years in event coordination, excellent organizational capabilities, and proficiency in Microsoft Excel. Competitive compensation and growth opportunities await in a culture of care and collaboration.

Benefits

Competitive compensation

Comprehensive benefits

Opportunities for growth

Qualifications

• 3+ years of experience in event coordination, group travel management, or operations.
• Strong understanding of hotel contracting and air logistics.
• Exceptional client service with strong communication skills.

Responsibilities

• Manage logistics for events ensuring seamless execution.
• Oversee venue sourcing and attendee logistics.
• Coordinate with internal teams for project alignment.

Skills

Event coordination

Group travel management

Communication skills

Organizational skills

Attention to detail

Tools

Microsoft Excel

Project management software

Job description

Meetings and Events Coordinator - Canada

Encore is an international travel management and technology company designed around the human experience first. We develop our own platforms and operate our services end to end, allowing us to deliver consistent, personalized, and reliable experiences at scale.

Founder led and privately held, Encore supports leading organizations across multiple countries. We invest for the long term and build with discipline, care, and a commitment to doing things well.

Job Description

This is a remote position.

At Encore Corporate Travel, the Meetings & Events Coordinator is the person who makes event travel work — seamlessly, confidently, and with precision. This role is responsible for orchestrating all logistics that bring a meeting or event to life: hotel coordination, attendee management, group air collaboration, reporting, and on-site readiness.
The coordinator connects every piece of the process — aligning internal teams, clients, and suppliers — to ensure each event runs with clarity, structure, and excellence. Through proactive planning and thoughtful coordination, they ensure that travel and logistics enhance the event experience rather than complicate it.

Key Responsibilities

1. End-to-End Event Coordination

• Serve as the project lead for assigned meetings and events, managing all logistics from planning through post-event wrap-up.
• Handle venue sourcing, contracting, and rooming list management directly with hotels — ensuring accuracy, policy alignment, and exceptional service.
• Collaborate closely with the Group Air team by providing complete event, traveler, and policy details — enabling effective traveler support during and after business hours.
• Support with air booking assistance when required to maintain service continuity.
• Oversee attendee logistics, ground transportation, and on-site support to ensure a smooth and coordinated event experience.
• Maintain detailed project plans, tracking deliverables, milestones, and communications throughout the event lifecycle.

2. Cross-Functional Leadership

• Act as the central coordination point between internal teams — Group Air, Customer Success, Finance, Commercial, and Operations.
• Lead internal and client-facing meetings to ensure alignment on objectives, timelines, and execution plans.
• Anticipate needs, identify risks early, and resolve potential issues before they impact the event.
• Foster accountability, communication, and teamwork across all stakeholders.
• Define and document event technology requirements — including registration setup, approval workflows, attendee communications, and reporting expectations.
• Collaborate with the Customer Success team to execute configurations according to requirements.
• Conduct user acceptance testing (UAT) to validate readiness and provide the final go-live approval.
• Ensure data accuracy and consistency across all systems and reporting tools.

4. Reporting, Visibility, and Analytics

• Own all reporting deliverables for assigned events — including flight manifests, attendee registration reports, and post-event summaries.
• Deliver timely and accurate visibility into event progress, key milestones, and attendee data.
• Partner with Finance for budget tracking, billing accuracy, and post-event reconciliation.
• Maintain organized event records and ensure transparency across all documentation and reporting systems.

Serve as the primary client contact for all travel and logistics coordination. Liaise directly with hotels, venues, and other suppliers to confirm details, deadlines, and deliverables. Represent Encore with professionalism and care, ensuring every interaction reflects the company’s high standards. Build strong, trust-based relationships that encourage collaboration and repeat engagement.

Requirements

Required

• 3+ years of experience in event coordination, group travel management, or operations.
• Strong understanding of hotel contracting, rooming list management, and air logistics.
• Excellent organizational skills with meticulous attention to detail.
• Proven ability to manage multiple projects simultaneously while maintaining accuracy and momentum.
• Strong communication skills and a commitment to exceptional client service.
• Proficiency in Microsoft Excel and other relevant business software.

Preferred

• Experience in a corporate travel or event management environment.
• Familiarity with OBTs, registration systems, and reporting tools.
• Experience collaborating with implementation or tech configuration teams.
• Knowledge of air booking workflows and fare rules.
• Proficiency in project management software (e.g., Asana, Smartsheet, Monday.com).

Why Join Encore?

Join a company that is redefining corporate travel and elevating how meetings and events come to life.
As a Meetings & Events Coordinator, you will be at the heart of every program, connecting the people, details, and logistics that make exceptional events happen. You will ensure every element, from hotel coordination to attendee experience, runs seamlessly with precision and care.
You will collaborate closely with teams across Group Air, Customer Success, Finance, and Operations, translating complex logistics into clear, well-orchestrated experiences that clients remember for all the right reasons.
At Encore, you will be part of a culture built on care, collaboration, and excellence, with competitive compensation, comprehensive benefits, and opportunities to grow your expertise as we continue to expand our global Meetings and Events offering.