Event Coordinator

About Element Event Solutions

Element Event Solutions is Canada's premier provider of tent and event services, orchestrating over 30,000 memorable events annually in partnership with top venues, caterers, planners, corporate partners, and private hosts. Established in 1911 as Chair-man Mills, our company has grown through a legacy of excellence with renowned brands including Event Rental Group, Contemporary Furniture Rentals, Regal Tent Productions, Advanced Tent Rental, A&B Partytime, Loungeworks, MacFarlands Events, and Higgins Event Rentals.

Driven by our mission to craft engaging spaces that foster remarkable experiences and connections, we provide the infrastructure essential for Canadians to unite through social, corporate, philanthropic, and community gatherings. Proudly Canadian-owned and operated, we are committed to family values and investing in our local communities.

Position Summary

The Event Coordinator supports the delivery of exceptional event experiences by assisting Project Managers & Leads with planning, coordination, and execution of events. This role combines administrative precision, on-site leadership, and warehouse quality oversight to ensure our customers receive flawless products and service — every time.

The Project Coordinator is a critical connector between Sales, Operations, Warehouse, Shipping and our onsite Décor Crew.

Key Responsibilities

On-Site Event Execution

• Serve as the on-site contact for set-up and tear-down for assigned events.
• Supervise décor teams to ensure timelines, placement, and styling meet client expectations and project design plans.
• Address any on-site issues with professionalism and a solutions-first approach.
• Represent company values through poise, customer service, and proactive communication.

Project Support & Administration:

• Support Project Managers on daily coordination tasks for assigned events and rentals.
• Assist with procurement of décor and custom items, including order tracking and vendor communication.
• Schedule casual décor crew as appropriate for each job, ensuring roster info is up to date.
• Coordinate and communicate project details and documentation to ensure seamless handoffs between departments.
• Support the organization, documentation and images sourcing of new inventory to ensure items are put into rental system and on website.
• Coordinate 3rd party suppliers (subrentals, supplies, florals, graphics etc.)
• Coordinate internal custom builds
• Monitor furniture and décor assigned to projects, ensuring all required inventory of the highest quality.

Inventory Quality Control & Warehouse Support:

• Conduct ongoing QC reviews of warehouse inventory for upcoming projects including furniture, tableware, décor, soft goods etc.
• Identify and flag repairs, cleaning needs, and items that should be evaluated for purge or replacement.
• Contribute to a safe, clean, and efficient warehouse environment.
• Assist design team with showroom flips including preparing contracts for showroom bound items.

Skills & Experience

• 1–3 years of experience in events, hospitality, project coordination, or operations.
• Strong organizational skills and high attention to detail.
• Able to juggle shifting priorities and fast-paced deadlines.
• Excellent communication and relationship-building skills.
• Comfortable with light physical labor and on-site event duties.
• Valid driver's licence required
• Proficiency with inventory systems

Who You Are  

• You thrive in both structured planning and the hands-on energy of event day execution.
• You're calm under pressure and resourceful when the unexpected happens.
• You take pride in delivering polished results and impeccable presentation.
• You bring a collaborative, positive attitude — because events are a team sport

Work Environment   

• Warehouse, office, with frequent travel to event sites within the Lower Mainland.
• Variable hours including evenings and weekends depending on event schedules, your schedule will change regularly depending on the needs of the business.