Coordinator, Project & Operations

Job summary

Support project and operations managers in planning and delivering conferences and events, including coordinating venues, suppliers, logistics, materials, volunteers, and onsite activities. Manage sponsor and exhibitor fulfillment tasks, track deliverables and payments, and assist with project budgets, invoices, and reconciliation reports.

Job details

Location ICS employees work in a predominantly remote work environment. This position is for someone located in North America The Company A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 50 years that works with national and international associations, and organizations, to host conferences, events, and tradeshows. Our work is very purposeful, and we are truly “connecting people to facilitate change in the world.” With over 100 staff members working remotely across North America, Europe, and Asia, we are truly an international team, and we leverage the strengths that our diversity brings. Remote-First Work Environment ICS employees work in a remote-first work environment. Our employees truly enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly all-hands meetings and annual in-person get-togethers The Culture ICS operates in a true “team” environment - trust, support, and empowerment of each other are very important to our culture. We know that we work better as a team, and we regularly celebrate our collective accomplishments. We pride ourselves on being innovative, solutions-oriented and are able to think outside the box, which keeps us all learning and growing as professionals together. We care deeply about creating exceptional experiences for our clients and pride ourselves in our many long-term relationships we have cultivated. Role Overview Coordinator, Projects & Operations is an entry-level position that supports ICS Project Managers and Operations Managers in the planning and execution of global conferences, meetings, and events. As part of a collaborative team, you will assist with vendor and venue sourcing, RFPs, audiovisual coordination, catering, signage, and other event logistics, while also supporting sponsorship and exhibition services to ensure sponsor and exhibitor commitments are delivered successfully. This role provides an excellent opportunity to gain hands-on experience in conference, operations, sponsorship, and exhibition management while contributing to the successful delivery of high-quality events. Key Tasks & Duties Operations Assist with maintaining and updating project timelines for Operations/Production and Sponsorship & Exhibition (SPEX) deliverables. Support venue, supplier, and service provider sourcing activities, including obtaining quotes, coordinating contracts, and tracking deliverables. Assist with booking meeting space, accommodations, and conference-related services. Coordinate audiovisual (AV), technical support, and translation requirements under the guidance of Project and Operations Managers. Support the coordination of catering, transportation, tours, social functions, and special events. Assist with ordering and preparing conference materials, including delegate bags, gifts, promotional items, and event supplies. Support volunteer coordination activities, including recruitment, communications, training logistics, and onsite assistance. Coordinate the production and distribution of name badges, tickets, and event materials for sessions, tours, and special events. Prepare, organize, and distribute conference promotional and attendee materials. Provide onsite event support, including registration assistance, supplier coordination, troubleshooting, and liaison with venue staff. Assist with inventory management and the disposition of leftover event materials in accordance with client and ICS Manager direction. Support sponsorship and exhibition fulfilment activities by coordinating exhibitor requirements and tracking sponsor deliverables to ensure commitments are met Sponsorship and Exhibit (SPEX) Fulfilment Contribute to sponsor and exhibit prospectus where applicable (designed by Sales Lead) Lead fulfillment relations with SPEX on Sponsored items, Exhibits, Industry Symposiums and Auxiliary meetings Set-up, monitor, update and reconcile EventsAir or other SPEX management software Lead all communications with secured SPEX on material collection (logo/brand, website, etc…) Create, distribute and manage exhibitor guidelines and manage all exhibitor questions/needs Create, update and manage exhibitor floor plan allocation, requirements and management Lead on payment collection from sponsors and exhibitors in alignment with signed contracts Financials Contribute to the set-up, monitoring and updates of project budget, cashflow and KPI reports Process payable and receivable invoices in partnership with Project Manager and Accounting Contribute to reconciliation report for each conference as per Project Manager guidance Education Skills & Experience Required Bachelor's Degree: A degree in Communications, Business Administration, Event Management or a related field is often preferred. Candidates with degrees in event management or hospitality are preferred. Skills & Attributes QUALIFICATION REQUIREMENTS: Post-secondary education in Event Management, Hospitality, Business, or a related field preferred; relevant internships, volunteer, or event experience is an asset. A proactive, resourceful self-starter who takes initiative, learns quickly, and thrives in a fast-paced environment. Strong organizational, time management, and multitasking skills with excellent attention to detail. Creative problem-solver with sound judgment and the ability to adapt to changing priorities. Excellent written and verbal communication skills, with the confidence to work effectively with clients, suppliers, and team members. Strong interpersonal skills, professionalism, diplomacy, and a positive attitude. Proficient in Microsoft Office (Word and Excel); experience with Adobe Creative Suite, social media, and event registration platforms is an asset. Note: Travel to in-person conferences, both domestic and international may be required You must also be familiar and have worked with the following tools: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Project management software (Wrike, Monday am, Jira, Asana, etc.) is an asset Willingness to learn the ropes The Benefits of Working at ICS Our employees work remotely on a permanent basis. As an employee you are provided all hardware including company laptop, monitor, headset, mouse, keyboard, and internet-based phone. In addition to salary, we offer a monthly work from home allowance to help cover the cost of your home internet and home office expenses. In addition to vacation time, employees receive a paid day off on their birthday each year. An excellent benefits package including Extended Health Coverage, Dental and access to our Employee and Health Spending Account is provided after 3 months. Fun in-person employee get togethers each year. ICS prides itself in providing career development opportunities. Salary: $46,000 to $50,000 CAD

What you’ll do

Support project and operations managers in planning and delivering conferences and events, including coordinating venues, suppliers, logistics, materials, volunteers, and onsite activities. Manage sponsor and exhibitor fulfillment tasks, track deliverables and payments, and assist with project budgets, invoices, and reconciliation reports.

Requirements

Post-secondary education in event management, hospitality, business, or a related field is preferred, and relevant event experience is an asset. Candidates should be organized, proactive, adaptable, and strong communicators, with proficiency in Microsoft Office; familiarity with project management software is an asset.

Benefits

• Work From Home Allowance
• Paid Birthday Off
• Extended Health Coverage
• Dental Coverage
• Employee Spending Account
• Health Spending Account
• Company-Provided Equipment
• Career Development Opportunities
• Annual In-Person Employee Gatherings

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Communication · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Event Coordination
• Project Coordination
• Operations Support
• Vendor Sourcing
• Contract Coordination
• Audiovisual Coordination
• Sponsorship Fulfillment
• Exhibition Management
• Budget Tracking
• Invoice Processing
• Microsoft Office
• Project Management Software
• Communication
• Organization
• Time Management
• Problem-Solving

Job areas

• Hospitality
• Management & Leadership
• Administrative
• Finance & Accounting

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