Senior Events Coordinator, Live Events

Outhire Inc.; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

Outhire Inc. is seeking a Senior Events Coordinator for live events to lead crew scheduling, logistics coordination, and financial reconciliation across multiple concurrent projects. You will bridge operations and finance, ensuring timely delivery and profitability while maintaining strong vendor relationships.

The role requires independent judgment under pressure, with responsibilities across scheduling, travel coordination, and process improvements in a fast-paced environment.

Qualifications

• 3-5 years of experience in logistic coordination, operations, or project coordination.
• Ability to work independently and make sound decisions under pressure.
• Strong organization skills with proven ability to create systems and manage multiple stakeholders.
• Tech-savvy with quick learning of new software systems.

Responsibilities

• Crew Scheduling & Labour Management: Scheduling freelance crew and managing bookings, time-tracking, and call sheets.
• Logistics Coordination & Communication: Manage equipment transport, vendor relations, and real-time event logistics.
• Process Improvement & Systems Development: Research and implement tools and SOPs to improve efficiency.

Skills

Logistics coordination

Operations

Project coordination

Independent decision-making

Tools

Scheduling software

Time tracking systems

ERP system

Job description

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, offeringin-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

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 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.