Logistic Coordinator

Delivering a Better Hiring Experience.

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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 3

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%)

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.

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