Equipment Procurement Coordinator

Company Summary:

At the heart of bb Blanc's mission lies the belief that 'The Experience is everything'. As a pioneer in the industry, we specialize in curating unforgettable moments for large-scale events. With an event portfolio of over 2500 events annually, we've mastered the art of creating event magic. Since our establishment in 2008, bb Blanc, a Canadian-owned and operated live events company, has set the standard for excellence in audiovisual/staging production and live entertainment. Our commitment to unmatched creativity and award-winning customer service has made us leaders in both the corporate and social event markets. However, it's our dedicated team that truly sets us apart. With their passion and expertise, we transform ordinary gatherings into extraordinary experiences, leaving a lasting impression on every guest. Whether it's a corporate gala, a lavish wedding, or a high-profile conference, at bb Blanc, we understand that the experience we deliver is paramount, defining the essence of every event we touch.

Position Summary:

The Equipment Procurement Coordinator is responsible for managing all cross-rental operations for bb Blanc, ensuring project equipment requirements are fulfilled efficiently, cost-effectively, and on schedule. This role reviews project equipment requirements, identifies inventory shortages, sources equipment through an extensive network of rental partners, negotiates pricing and availability, and coordinates the complete rental lifecycle from procurement through receiving, tagging, shipping, and return. Success in this position requires exceptional organizational skills, strong vendor relationship management, commercial awareness, and the ability to balance cost, availability, logistics, and project deadlines in a fast-paced live events environment.

Duties and Responsibilities:

• Review project equipment orders and identify inventory shortages requiring cross-rental solutions.
• Source audiovisual equipment from multiple rental partners by evaluating:
  • Availability
  • Pricing
  • Transportation costs
  • Vendor reliability
  • Delivery timelines
• Secure the most efficient and cost-effective rental solution while meeting project requirements.
• Build and maintain strong working relationships with rental houses and industry partners.
• Negotiate rental pricing and terms whenever possible to maximize project profitability.
• Create, issue, and manage rental purchase orders and documentation.
• Coordinate inbound rental equipment with the warehouse team for:
  • Receiving
  • Inspection
  • Asset tagging
  • Staging
• Monitor rental equipment throughout the project lifecycle, including receiving, return logistics, and reconciliation.
• Process outgoing rentals of bb Blanc equipment to external companies when applicable.
• Maintain accurate records of all cross-rental transactions, costs, vendor communications, and equipment movements.
• Collaborate closely with Inventory, Warehouse, Project Management, Logistics, and Operations teams to ensure seamless execution.
• Analyze rental trends and inventory shortages to recommend future purchasing opportunities and improve inventory planning.
• Support quarterly forecasting of rental demand and equipment utilization.
• Continuously seek opportunities to improve vendor partnerships, rental processes, and overall operational efficiency.
• Perform other duties as assigned.

Qualifications and Requirements:

• 3+ years of experience in the audiovisual, live events, rental, logistics, purchasing, or inventory management industry.
• Strong understanding of professional audiovisual equipment and live event operations.
• Experience sourcing equipment or managing vendor relationships is highly preferred.
• Excellent negotiation and communication skills.
• Strong analytical and problem-solving abilities.
• Highly organized with the ability to manage multiple priorities under tight deadlines.
• Exceptional attention to detail and documentation.
• Proficiency with Microsoft Office (particularly Excel) and inventory management software.
• Experience working with ERP or rental management systems is an asset.
• Ability to occasionally assist with receiving or moving audiovisual equipment safely.

What Success Looks Like:

A successful Equipment Procurement Coordinator proactively identifies equipment shortages before they impact projects, secures the best equipment at the best value, and ensures every cross-rental is received, tracked, and delivered accurately and on time. They develop trusted relationships with rental partners, reduce rental costs through effective sourcing and negotiation, and provide seamless coordination between project teams, vendors, and warehouse operations. Their work minimizes project risk, improves operational efficiency, and helps maximize profitability across all events.