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.TITLELive Event Operations CoordinatorSALARY RANGE$60,000 - $70,000THE PERKSStandard Health
Benefits
Phone AllowanceEvent tickets and access to live eventsLOCATIONNorth York, ONTHE OFFICE5 Days In-officeTEAM SIZE3
THE ROLE
The engine room of live event production. You'll coordinate the crew, schedule, and moving parts that turn each show into reality — working alongside Account Managers, Production Managers, and the warehouse team to make sure every event lands cleanly. Fast-paced. Multi-event. No two weeks look the same.
- Event Crew Coordination (40%)
- Contractor Reconciliation & Project Close-out (30%)
- Production Logistics & Vendor Coordination (25%)
- Process Improvement & Systems (5%)
- THE TASKSEvent Crew Coordination
- Scheduling freelance technicians and crew across multiple concurrent live events
- Sending availability inquiries and job offers across your freelance network
- Managing bookings, confirmations, and real-time changes as event details shift
- Building and distributing call sheets ahead of show dates
- Onboarding new contractors — rates, documentation, systems setup
- Managing time-off requests for the full-time team
- Coordinating cross-border travel and accommodations for out-of-town events
- Acting as the primary point of contact for the freelance crew network
- Forecasting crew needs against the upcoming event calendar
- Contractor Reconciliation & Project Close-out
- Reviewing freelancer invoices against approved rates and hours worked
- Cross-checking timesheets against call sheets and flagging gaps
- Creating purchase orders per the company's approval process
- Owning project close-outs and reconciling event expenses for profitability tracking
- Tracking invoice status and resolving payment issues with contractors
- Keeping organized records for contractor billing and payments
- Production Logistics & Vendor Coordination
- Coordinating equipment transportation between the warehouse and event sites
- Managing labour vendors, transportation partners, and venue contacts
- Partnering with the warehouse team on event pulls, loadouts, and returns
- Joining weekly operations meetings to flag risks and align with Account Managers
- Owning the small fires — last-minute crew swaps, gear changes, run sheet shifts during active events
- Maintaining accurate event records in the company's project management system
- Process Improvement & Systems
- Spotting process gaps and proposing fixes
- Testing new tools, workflows, and best practices
- Driving improvements that make the function more efficient as the company scales
THE COMPANY
A growing live events and AV production company delivering full-service production for brand activations, music tours, corporate events, and large-scale activations. You'll work on shows you'll actually want to talk about — festivals, broadcast-quality stage productions, and culture moments across the GTA and beyond. Collaborative, blue-collar culture with a tight team and real runway.
THE OPPORTUNITY
- Join a fast-paced live events company at a pivotal growth stage.
- You'll be the heartbeat of the production calendar — coordinating crew, vendors, and moving parts so every event lands cleanly.
- Work directly with the CEO, Operations Manager, and Director of Finance.
- Real ownership of the function and a real path into broader operations or production management as the company scales.EXPECTATIONS TIMELINEBy Month 1Get fluent in scheduling software, time tracking systems, and project management tools
- Start building relationships with key freelance crew members and vendor partners
- Learn the event coordination cadence and reconciliation processes
- Shadow weekly operations meetings and absorb how projects move through the pipeline
- By Month 3Independently coordinate crew across multiple concurrent events
- Process contractor invoices and purchase orders without supervision
- Lead vendor communications and own booking confirmations
- Proactively flag and resolve scheduling conflicts and event-day issues
- By Month 6Own full-cycle coordination during peak event periods
- Manage complex multi-room events with large crew teams
- Coordinate cross-border logistics independently
- Contribute strategic input on labour forecasting in operations meetings
- By Month 12Implement process improvements that materially lift department efficiency
- Mentor and train new team members on systems and workflows
- Take ownership of vendor relationships and rate negotiations
- Position for progression into broader operations or production management
WHO YOU ARE
- 2 to 4 years of coordination experience in live events, AV production, event management, hospitality, entertainment, or cultural production
- Comfortable working at pace — quick triage, instinctive decisions, last-minute changes are normal
- Tech-savvy with fast fluency in new tools — scheduling platforms, Google Suite, project management systems like Asana, Monday, or Trello
- Not the right fit if you're coming from warehouse logistics, supply chain, or dispatch — the toolset overlaps but the day-to-day is fundamentally live event execution and crew coordination
- 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.
