Event Coordinator

About Us

At Wynford, we create transformative live and digital experiences that strengthen cultures and drive results for Fortune 100 and emerging clients. From global incentive travel and large events to experiential workshops and product launches, we deliver best-in-class events rooted in empathy, collaboration, and relentless innovation. Our passion lies in valuing every voice, fostering ownership, and designing with the end-user at heart.

About the Role

We’re hiring an Event Coordinator to be the person who keeps complex programs moving. You’ll work closely with an Event Manager to turn plans into clean, accurate execution: timelines that are current, vendor and venue details that match the plan, shipping that leaves on time, and participant information that’s clear and complete. On any given week, you might be updating a project tracker, confirming BEOs and set-ups, preparing rooming lists and manifests, issuing POs, collecting COIs from suppliers, and packaging on-site materials. When programs go live, you’ll support on the ground — registration desk, arrivals, signage, vendor check-ins — and help wrap everything up cleanly afterward.

Success in this role looks like fewer last-minute scrambles, tighter handoffs between teams, and participants who feel looked after. You’ll translate “Be the Participant” into practical actions: anticipating needs, catching gaps before they become issues, and keeping everyone informed without noise. This is a detail-heavy, problem-solving role with visibility across the full event lifecycle. If you enjoy being the calm, organized center of a moving project, you’ll do well here.

The salary range for this role is $55,000 – $60,000 annually.

What You Will Own

Project hygiene and documentation

• Keep timelines, trackers, and decision logs current and accurate.
• Make it easy for anyone to see what’s done, what’s next, and what’s at risk.

Vendor and venue coordination support

• Coordinate sourcing inputs, collect proposals, track deadlines, and manage confirmations.
• Ensure BEOs, set-up sheets, and orders reflect the latest plan.

Participant materials and communications

• Build and quality-check rooming lists, manifests, name badges, signage, and pre-trip information.
• Spot gaps and unclear instructions before they reach participants.

Financial and administrative support

• Create and track POs, gather invoices, and support reconciliation against budgets.
• Maintain a clean paper trail for audit and client reporting.

Shipping, materials, and on-site readiness

• Manage packing lists, shipping schedules, and on-site kits during live programs, support registration, vendor arrivals, schedules, and quick problem-solving.

Post-event wrap-up

• Close out documentation, collect feedback and final counts, consolidate learnings, and support final billing and reporting.

This Role Is a Strong Fit If...

• You like being the person who keeps a 200‑line project plan accurate and dependable.
• You’re comfortable nudging vendors and teammates with clear, polite reminders and deadlines.
• You enjoy both desk work and being on your feet during programs, talking with participants and suppliers to keep things running.
• You can turn partial or changing information into a clean checklist and an updated plan.
• You take pride in tidy files, correct lists, and a clean paper trail.

This Role May Not Be a Fit If...

• You prefer big-picture concepting over the daily mechanics of logistics and documentation.
• You want a strict 9–5 with no evening/weekend work during live programs or no travel.
• You avoid spreadsheets or find detailed checklists frustrating.
• You need full decision authority to feel effective; much of this role is about owning details and influencing timelines without final sign-off.

Skills That Matter Most

• Event logistics literacy: You understand how rooming lists, BEOs, manifests, run-of-show, and vendor timelines connect — and you spot mismatches early.
• Project coordination: You can juggle many details without losing the thread. Your trackers are accurate, and you know when to escalate a risk.
• Clear, timely communication: You turn moving information into simple updates and next steps for vendors, venues, teammates, and the Event Manager.
• Tool comfort: You’re confident in Google Workspace/Microsoft Office, especially Sheets/Excel for lists and tracking. You can learn new tools quickly.
• Judgment under pressure: When plans change, you stay steady, adjust the plan, and document decisions so others can follow.

Trainable Skills (Nice to Haves)

• Cvent (Sourcing) specifics
• Incentive travel program nuances and terminology
• Advanced budget reconciliation
• French language
• Shipping and customs basics

Experience That May Be Helpful

• Third-party agency or DMC experience
• Hotel or venue operations exposure
• On-site experience for meetings, conferences, or incentive programs
• Working within SOPs and templates while improving them thoughtfully

What We Offer at Wynford:

Total Compensation: Competitive salary with a comprehensive benefits package.

Hybrid Work Environment: Flexibility with a hybrid working structure to support work/life balance.

Dog-Friendly Office: Bring your furry friend to work for good vibes.

Time Off: Enjoy paid time off, including a winter holiday closure, birthday off, and additional personal time.

Professional Development: Access monthly training, industry memberships, and learning opportunities.

Wellness: Benefit from health & dental plans, fitness discounts, and an annual stipend for your wellness needs.

Bonuses & Incentives: Participate in a company-wide bonus structure and recognition programs like the WnyList Awards.

Extra Perks: Enjoy discounts on activities, retail stores, team lunches, and fun off-site gatherings to keep the team spirit high.

Ready to Make a Difference?

If you're enthusiastic about delivering exceptional event experiences and have the skills to back it up, we'd love to hear from you.

Send Us Your Resume!

Interested applicants should send their resume and cover letter to [email protected]. In your cover letter please tell us why this opportunity is interesting to you.

We wish to thank all applicants in advance for your interest. Only those candidates selected for an interview will be contacted. Wynford is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process.

We value the diversity of the people we hire and serve. Diversity at this organization means fostering a workplace in which individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths.