About the role
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.
About BB BLANC
bb Blanc is a Canadian owned and operated live event company, whose founder has been supplying award winning audiovisual/staging production and live entertainment to both the corporate and social event markets for over twenty-five years. Since our inception in 2008, and with “Creating Event Magic” as our guiding philosophy, bb Blanc has become a leader in our industry, executing over 2500 events each year from small meetings and intimate soirees to large elaborate productions. Servicing Ontario and Canada, bb Blanc has worked in almost every hotel, convention center and unique event venue across the Greater Toronto Area.
Each event is a custom-tailored program that meets our client’s vision and budget. Our team of professionals has delivered specialty programming for meetings, conferences, trade shows, product launches, awards/fundraiser galas, fashion shows and more. We don’t take any detail, no matter the size or scope, for granted. From the moment you walk through our doors we are committed to making your event experience unique, one that showcases your vision and personal touch. After all, this is your event and we are proud to professionally assist you in ensuring it is a success.
bb Blanc is well represented in the community by our commitment to the industry’s associations. We are active members of Meeting Planners International (MPI), Canadian Association of Exposition Management (CAEM), Canadian Hotel Marketing and Sales Executives (CHMSE), Canadian Society of Association Executives (CSAE), International Live Event Association (ILEA) and Tourism Toronto. Other organizations include The Better Business Bureau (BBB), The Vaughan Chamber of Commerce (VCC) and the Canadian Professional Disc Jockey Association (CPDJA).
Similar Jobs
About the role
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.
About BB BLANC
bb Blanc is a Canadian owned and operated live event company, whose founder has been supplying award winning audiovisual/staging production and live entertainment to both the corporate and social event markets for over twenty-five years. Since our inception in 2008, and with “Creating Event Magic” as our guiding philosophy, bb Blanc has become a leader in our industry, executing over 2500 events each year from small meetings and intimate soirees to large elaborate productions. Servicing Ontario and Canada, bb Blanc has worked in almost every hotel, convention center and unique event venue across the Greater Toronto Area.
Each event is a custom-tailored program that meets our client’s vision and budget. Our team of professionals has delivered specialty programming for meetings, conferences, trade shows, product launches, awards/fundraiser galas, fashion shows and more. We don’t take any detail, no matter the size or scope, for granted. From the moment you walk through our doors we are committed to making your event experience unique, one that showcases your vision and personal touch. After all, this is your event and we are proud to professionally assist you in ensuring it is a success.
bb Blanc is well represented in the community by our commitment to the industry’s associations. We are active members of Meeting Planners International (MPI), Canadian Association of Exposition Management (CAEM), Canadian Hotel Marketing and Sales Executives (CHMSE), Canadian Society of Association Executives (CSAE), International Live Event Association (ILEA) and Tourism Toronto. Other organizations include The Better Business Bureau (BBB), The Vaughan Chamber of Commerce (VCC) and the Canadian Professional Disc Jockey Association (CPDJA).