Vendor Coordinator | MRG Live, Festivals & Events

The MRG Group; Vancouver; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Growth opportunities

Collaborative culture

Access to unique experiences acrossThe

Job summary

The MRG Group's MRG Live division in Vancouver seeks a Vendor Coordinator - West to manage vendor and merchant experiences across Western Canadian events. You will oversee applications, contracting, permitting, invoicing, on-site placement, load-in/out, and post-event reconciliation with the Events and Operations teams.

As the primary contact for food vendors, merchants and exhibitors, you will ensure clear communication and completion of all regulatory and logistical requirements ahead of each

Qualifications

• 2+ years of experience in event coordination, festivals, markets, hospitality, vendor management, or event operations.
• Experience coordinating food trucks, merchants, exhibitors, markets, or similar event participants is strongly preferred.
• Highly organized and comfortable managing applications, documentation, invoices, payments, databases, and multiple deadlines.
• Comfortable working with site maps, booth placements, power requirements, load-in schedules, and other event logistics.
• Experience with municipal permitting processes, health authority licensing, or food-service regulations is an asset.
• Strong written and verbal communication with a customer-service orientation.
• Comfortable using tools such as Asana, Google Sheets/Excel, Square, and online application platforms.
• Calm, resourceful, and able to resolve operational issues in a fast-moving event environment.

Responsibilities

• Manage vendor applications, approvals, agreements, and event registration processes.
• Act as the primary point of contact for food vendors, merchants, exhibitors, and other participating vendors.
• Manage the vendor inbox and respond to inquiries in a timely and professional manner.
• Maintain vendor databases and proactively support recruitment of appropriate vendors for assigned events.
• Coordinate vendor permits, health documentation, licensing, insurance, and other required event documentation.
• Complete applicable event and health authority forms in coordination with event teams.
• Prepare and distribute vendor advance information including arrival times, load-in/out instructions, site requirements, and event regulations.
• Coordinate vendor requirements including booth size, power, equipment rentals, and infrastructure needs.
• Work with Event Operations to determine vendor placements and maintain accurate vendor information for event site maps.
• Lead or support vendor load-in and load-out and troubleshoot vendor-related issues on-site.
• Ensure vendor obligations and MRG commitments are fulfilled throughout each event.
• Prepare vendor invoices, track payments, and support post-event financial reconciliation.
• Track applicable food vendor sales and coordinate required post-event reporting and invoicing.
• Maintain accurate vendor records using Asana, Google Sheets, Square, and other applicable systems.
• Support sponsor or partner load-in and event execution where additional operational assistance is required.
• Maintain strong vendor relationships and identify opportunities to improve the vendor experience year over year.

Skills

Event coordination

Vendor management

Administrative skills

Communication

Problem solving

Travel flexibility

Tools

Asana

Google Sheets

Excel

Square

Job description

MRG Live is part of The MRG Group - Canada's largest independent concert promoter and live entertainment venue operator. We produce over 1000 events annually across 9 owned and operated venues and have produced concerts hosted in clubs and arenas across North America, Europe, and Asia-Pacific. Our diverse portfolio includes leading hospitality brands, experiential venues like Par-Tee Putt and Par-Tee Pong, as well as AdmitOne, North America's fastest-growing multi-product ticketing platform. We are at the forefront of the experience economy, producing innovative festivals, concerts, and community events - and working with some of the most recognizable brands in the country to bring them to life.

Who You Are:

The Vendor Coordinator - West is responsible for coordinating the vendor and merchant experience across MRG's Western Canadian festival and event portfolio.

Working closely with the Events and Operations teams, this role will manage the vendor lifecycle from applications and contracting through permitting, invoicing, event advancement, on-site placement, load-in, execution, and post-event reconciliation.

The Coordinator will act as the primary point of contact for participating food vendors, merchants, exhibitors, and other event vendors, ensuring they receive clear information and that all operational requirements are completed ahead of each event.

This role will primarily support MRG events across British Columbia, including festivals and large-scale public events such as Khatsahlano Street Party, Filberg Festival, Pleasant Day Festival, Car Free Days, and other events added to the portfolio.

What You'll Work On:

• Manage vendor applications, approvals, agreements, and event registration processes.
• Act as the primary point of contact for food vendors, merchants, exhibitors, and other participating vendors.
• Manage the vendor inbox and respond to inquiries in a timely and professional manner.
• Maintain vendor databases and proactively support recruitment of appropriate vendors for assigned events.
• Coordinate vendor permits, health documentation, licensing, insurance, and other required event documentation.
• Complete applicable event and health authority forms in coordination with event teams.
• Prepare and distribute vendor advance information including arrival times, load-in/out instructions, site requirements, and event regulations.
• Coordinate vendor requirements including booth size, power, equipment rentals, and infrastructure needs.
• Work with Event Operations to determine vendor placements and maintain accurate vendor information for event site maps.
• Lead or support vendor load-in and load-out and troubleshoot vendor-related issues on-site.
• Ensure vendor obligations and MRG commitments are fulfilled throughout each event.
• Prepare vendor invoices, track payments, and support post-event financial reconciliation.
• Track applicable food vendor sales and coordinate required post-event reporting and invoicing.
• Maintain accurate vendor records using Asana, Google Sheets, Square, and other applicable systems.
• Support sponsor or partner load-in and event execution where additional operational assistance is required.
• Maintain strong vendor relationships and identify opportunities to improve the vendor experience year over year.
• Other duties as assigned.

What We're Looking For:

• Experience: 2+ years of experience in event coordination, festivals, markets, hospitality, vendor management, or event operations.
• Vendor Management: Experience coordinating food trucks, merchants, exhibitors, markets, or similar event participants is strongly preferred.
• Administrative Skills: Highly organized and comfortable managing applications, documentation, invoices, payments, databases, and multiple deadlines.
• Event Operations: Comfortable working with site maps, booth placements, power requirements, load-in schedules, and other event logistics.
• Regulatory Knowledge: Experience working with municipal permitting processes, health authorities, licensing requirements, or food-service regulations is an asset.
• Communication: Strong written and verbal communication skills with a customer-service-oriented approach.
• Technology: Comfortable using tools such as Asana, Google Sheets/Excel, Square, and online application platforms.
• Problem Solving: Calm, resourceful, and comfortable resolving operational issues in a fast-moving event environment.
• Working Format Flexibility: Willingness to travel and work early mornings, evenings, weekends, and outdoor events throughout the festival season.

What's in it for you?

• Opportunities for growth in a dynamic, fast-paced organization.
• A collaborative culture that celebrates creativity and innovation.
• Access to unique experiences across The MRG Group's diverse portfolio.

Our Commitment

The MRG Group is committed to diversity, equity, and inclusion. We encourage applicants from all backgrounds to apply. If you require accommodation during the recruitment process, please contact us.

We thank all applicants for their interest. Only those selected for an interview will be contacted.