Logistics Coordinator

Full-service audio-visual production company specializing in delivering customized AV solutions for corporate events, concerts, festivals, private functions, and experiential marketing campaigns.

This is an on-site role.

Full-service audio-visual production company specializing in delivering customized AV solutions for corporate events, concerts, festivals, private functions, and experiential marketing campaigns.

This is an on-site role.

We are seeking a highly organized and detail-oriented Event Logistics Coordinator to join our client's team.

The Event Logistics Coordinator will support the successful execution of live events. In this dynamic and fast-paced role, you’ll be responsible for coordinating crew schedules and the transportation of equipment, ensuring all logistics align seamlessly with event timelines. Working closely with Account and Project Managers, you will ensure the right people and equipment are in the right place at the right time. The ideal candidate thrives under pressure, excels at juggling multiple priorities, and brings experience managing teams, timelines, and logistics with precision.

Key Responsibilities:

• Coordinate and schedule crews and transportation using internal and third-party resources; manage bookings, confirmations, and real-time updates
• Coordinate cross-border travel logistics for crew, including flights, accommodations, and schedules; communicate arrangements to stakeholders clearly and promptly
• Schedule full-time technicians and drivers, ensuring optimal coverage for all events
• Act as liaison between independent contractors, vendors, transportation carriers, and warehouse operations to ensure efficient workflow
• Monitor and evaluate the labour pool to identify gaps and initiate hiring as needed
• Track crew hours, manage timesheets, and assist with job costing, invoicing, and payroll reporting
• Onboard new independent contractors, ensuring all documentation, rates, and roles are recorded and within compliance
• Create and distribute detailed call sheets with crew assignments, locations, and call times
• Maintain accurate records of crew assignments, transportation logistics, and equipment movements through a centralized schedule
• Collaborate with Account and Project Managers to forecast and plan labour and transportation requirements for upcoming events
• Participate in weekly operations meetings to provide updates on crew scheduling and logistics

Qualification Requirement:

• Background in logistics coordination, preferably within the AV, events, or entertainment industry
• Experience with crew scheduling or workforce management platforms (e.g., Lasso, Flex, or similar)
• Solid understanding of live event workflows and crew roles
• Excellent communication skills both written and verbal
• Exceptional organization and time management
• Ability to work in a fast-paced environment
• Proficient with MS Office
• Familiarity with industry labour standards and union regulations is an asset

Additional Information: This role is for a current vacancy