**We are House of XM

• an experiential marketing agency creating impactful experiences for cool a** brands. We are women-owned, experience-obsessed, and all about delivering epic moments to our clients. We are a hands-on, bilingual agency that operates across North America and can get campaigns up and running in weeks, not months.**

We are currently looking for a proactive, detail-oriented XM Coordinator who thrives in fast-paced environments and takes pride in flawless execution. If this sounds like you, let’s create some cool s**t!

Role Overview:

As an XM Coordinator, you’ll report to the Account Manager and serve as a liaison between account management and in-field teams, ensuring seamless communication and on-site execution. XM Coordinators are responsible for managing the in-field team, coordinating logistics, partnering with vendors, and monitoring event engagement and performance. XM Coordinators brings clients’ visions to life by creating memorable, interactive experiences that strengthen the brand's connection with its target audience.

Responsibilities:

Event Strategy & Planning:

• Plan, organize, and execute experiential marketing events, such as product launches, pop-up shops, in-store demos, mobile tours, and brand activations.

In-Field Team Management:

• Lead the communications and training of the in-field team, ensuring they are given all of the key information to effectively represent the client’s brand and the expectations of the agency.
• Motivate Field Coordinators to ensure the smooth execution of each activation.
• Conduct site checks and monitor the in-field team’s performance.
• Provide detailed performance feedback for the in-field team to the Talent team, so the agency can elevate staffing for future events.
• Ensure the in-field team understands how to track campaign performance using the custom form template & tracking tools.
• Ensure photo and video content, that meets the agency’s minimum standards, is captured in-field for social media and reporting before the end of the activation.
• Manage any challenges that may arise during execution with the in-field teams.
• Coordinate and manage travel arrangements, accommodations, and logistics for project-related activities when needed.
• Approve the in-field team’s timesheets by diligently adjusting the actual times worked (clock-in and clock-out times) from the original schedule, and cross-referencing this with the budget provided.
• Fill in as a Field Coordinator or Supervisor on-site, when needed.

Asset Management:

• Organize, prepare, and purchase the necessary assets for weekly activations, ensuring all materials are ready for deployment.
• Conduct inventory checks.
• Perform regular maintenance of assets, including cleaning, repairs, and ordering replacements as needed.

Vendor Management:

• Coordinate logistics, including event research, venue research and selection, venue coordination, event set-up, permits, and staffing.
• Source, negotiate, and manage relationships with vendors and suppliers for asset production, promotional materials, signage, swag, uniforms, AV, catering, etc.

Audience Engagement:

• Develop strategies to engage and interact with the event’s audience, and conduct regular site checks to ensure maximum audience engagement and consumer flow, reporting any potential areas of improvement to the broader team.

Performance Analysis & Reporting:

• Monitor and analyze the success of experiential marketing campaigns through attendance, engagement, and/or return-on-investment using the custom form template.
• Track all expenses incurred, measured against the total project budget.
• Complete post-event reports documenting the key successes, challenges, recommendations for future events, and photo/video content.
• Support in building post-mortem presentations for clients.

Administration:

• Complete and submit personal timesheets every week.
• Complete personal expense reports and credit card reports every month.

Experience & Skills:

• 1+ years of experience in experiential marketing, preferably as a Brand Ambassador or Field Coordinator.
• Very organized, detail-oriented, and resourceful
• Effective project management and documentation skills.
• Excellent organizational, prioritization, and time management skills.
• Financially aware and comfortable tracking expenses against project budgets.
• Comfortable juggling multiple tasks with/from multiple team members simultaneously.
• A personable and strong communicator with a strong interest in hiring, training, and coaching the in-field team.
• A self-starter attitude, driven by an entrepreneurial spirit and a strong sense of accountability.
• Calm and solution-oriented when navigating challenges in fast-paced, in-field environments.
• Comfortable using tracking tools and analyzing performance data to support reporting.
• Willingness to roll up your sleeves to get the job done.
• Proficient with Apple products and the Google suite.

Requirements:

Whether your experience checks off all the boxes in our Experience & Skills section above or not, we still encourage you to apply to ensure that your application receives a review from our team. We understand that resumes can only showcase so much during the applicant stage. That being said, there are some requirements of the XM Coordinator that are non-negotiable. This means that if you do not meet the requirements listed below, you will not be considered for the XM Coordinator position.

• You must be located in the GTA- this role requires frequent trips to our warehouse which is located in Etobicoke.
• You must have previous experience as a Brand Ambassador or Field Coordinator
• You must have a valid driver’s license and have access to a personal vehicle.
• You must be available and willing to travel, with a valid Canadian passport.

***Preferred Qualification: Being bilingual in French and English is an asset, especially considering the national accounts you'll be working with.***

Why You’ll Love House of XM:

• We’re a passionate team of creatives and marketers driven by a shared commitment to excellence.
• We work with brands we truly love, mostly in food and beverage, but also in fashion, cosmetics, and more. All amazing brands you’d definitely want on your resume.
• You’ll have an opportunity for professional growth and development in a collaborative environment that values new ideas and ways of thinking.
• You’ll enjoy a flexible, hybrid working environment.
• We have small agency vibes, but BIG results.

At House of XM, we're all about creating experiences that don't just look good, they feel good. We're a young, women-led agency and we're all about connecting brands with the people who matter the most through immersive and impactful experiences. From concept to execution, we're a tight-knit team dedicated to turning ideas into reality.

We'd love to hear from you if you're ready to dive into a fast-paced, creative environment where your ideas matter and your skills make a real impact. Be a part of HXM's journey in redefining experiential marketing.

House of XM is a respectful, caring, and inclusive workplace. We are committed to accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the position. Applicants need to make their requirements known when contacted.