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Logistics Coordinator
Logistics CoordinatorOuthire Inc. • North York, ON, Canada
Logistics Coordinator

Logistics Coordinator

Outhire Inc. • North York, ON, Canada
Il y a 2 jours
Type de contrat
  • Temps plein
Description de poste

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

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

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.

    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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