Labour & Logistics Coordinator

Phase 3 AV

(based in North York) is seeking a detail-oriented
on-site

Labour & Logistics Coordinator to support the execution of live events. In this fast-paced role, you'll be responsible for scheduling crew and transportation of equipment. Working closely with account and project managers, this role ensures the right people and equipment are in the right place at the right time. The ideal candidate is highly organized, thrives in a fast-paced environment, and has experience managing people, multiple timelines and logistics with precision.

Responsibilities:

Financial Processing & Reporting

• Review, verify, and process contractor invoices for accuracy and completeness
• Ensure invoices align with approved rates, hours worked, and project details
• Track invoice status and assist with resolving discrepancies
• Maintain organized records for contractor billing and payments
• Track project expenses by creating purchase orders according to company policies and timelines

Employee Scheduling & Vendor Management

• Assist with creating and maintaining schedules for on-site employees in Quickbooks Time
• Manage vacation, time-off requests, and schedule changes for assigned employees
• Ensure schedules are kept up to date and communicated clearly
• Verify hours against schedules and call sheets and flag discrepancies for follow-up
• Coordinate onboarding for new  contractors, ensuring all documentation, rates and role information are complete and filed according to the SOP
• Vendor management responsibilities for independent contractors, labour vendors and trucking companies while coordinating with internal warehouse operations
• Occasionally support off-hours needs during peak periods

Project Coordination

• Attend weekly operations meetings to provide updates on logistics, crew scheduling, and upcoming events
• Coordinate and schedule crews and transportation with internal or third party resources (while working closely with Account Managers) including; bookings, confirmations, and real-time adjustments while forecasting and planning labour and logistics needs for upcoming events.
• Maintain accurate records of crew assignments, transport schedules, and equipment movement via ongoing schedule document and ERP (Flex).
• Participate in the ongoing improvement and development of the department by researching, testing, and implementing new tools, processes, and best practices to enhance efficiency and effectiveness.
• Coordinate necessary travel for crew members traveling cross border, including flights, accommodations, and travel schedules. Communicate travel needs to administration and arrangements back to the Account Manager and crew to ensure clarity and proper preparation

Core Competencies & Soft Skills

• Organization:

Effectively manage multiple moving parts across crews, schedules, and logistics while maintaining accuracy, structure, and attention to detail.
- Adaptability:

Comfortable handling shifting priorities, urgent scheduling changes, and multiple tasks simultaneously
- Attention to Detail:

Approaches all tasks with care and precision, ensuring information is accurate, clear, and consistent
- Communication:

Communicate clearly and professionally with internal teams, crew members, vendors, and stakeholders
- Accountability:

Take ownership of tasks and follow through, ensuring responsibilities are completed without the need for supervision
- Initiative:

Take an active interest in how the operation works, beyond immediate responsibilities. Asks thoughtful questions, seeks clarity when unsure, and values understanding the "why" behind decisions to better support the business and grow within the role
- Interpersonal Skills:

Ability to relate well to individuals both inside and outside the organization
- Conflict Resolution: Comfortable having direct and respectful conversations to address issues and clarify misunderstandings, while focusing on finding practical and respectful solutions
- Problem-Solving:

Apply problem-solving skills to find creative solutions and anticipate potential issues before they arise and take initiative to find solutions quickly and efficiently
- Self-Motivation:

Ability to work independently, manage time efficiently, and prioritize tasks

Additional Experience We Value:

• Working knowledge of live event coordination workflows and crew roles (e.g., Audio, Video, Lighting, LED etc.)
• Familiarity with scheduling and crew management software (e.g., Flex, or similar)
• Experience in logistics coordination or a related field (AV, events, or entertainment industry preferred)
• Knowledge of industry-specific labour regulations or union guidelines
• Has experience with time tracking and scheduling software (e.g., Quickbooks Time, Flex StaffingPlus, Lasso)

What we offer:

• Competitive Salary ($50,000-$60,000) and phone allowance ($600/year)
• Benefits (Health & Dental) and paid vacation and personal/sick days
• Professional Growth: Opportunities for development, and career advancement.
• Enjoy AV-industry swag, access to live events, opportunity to build meaningful connections within a close-knit AV community
• Work closely with the CEO and Operations Manager to support and shape operational strategy
• Be part of a fast-paced, supportive team in the AV and live event production industry
• Contribute to high-profile projects and help build efficient systems that scale with the business