Bootcamp Coordinator

JOB SUMMARY

The Bootcamp Coordinator plays a critical role in the successful execution of SOY's Bootcamp events, which connect job seekers with employers and skilled trades opportunities across Ontario. The Bootcamp Coordinator is responsible for the hands-on planning, logistics, and delivery support of SOY’s province-wide Bootcamp events. Reporting directly to the Bootcamp Manager and working closely with the Director of Development and Events, this role is central to the full-cycle planning and logistics, from managing participant registration, booking accommodations, and ensuring team schedules are aligned to ensuring Ministry participation targets are met in collaboration with the Workforce Development team. This position involves extensive travel across Ontario to support and attend all scheduled Bootcamps. The ideal candidate is highly organized, detail-oriented, thrives on logistical coordination, and enjoys working in a dynamic, mobile event environment.

RESPONSIBILITIES

• Work with Bootcamp and Events Manager to schedule and document information for each Bootcamp event.

• Liaises with departments to review details and logistics of planned Bootcamp events.

• Work closely with Boot Camp Manager on logistics for each event (set up time, location, contact persons, catering, hotel booking, etc.)

• Communicates with hosts to obtain site information, discuss logistics and provide weblink for employers.

• Communicates with attendees in advance of the event to ensure participation criteria will be met and following the event for feedback.

• Organize event logistics, including but not limited to, catering, travel, team accommodations, and event supplies, within the allocated budget.

• Troubleshoot event issues in collaboration with the Bootcamp Manager. • Collaborate with Social Media staff to create marketing packages for upcoming Bootcamps and send them to the host.

• Communicate with community partners to address needs – Social service agencies, work force Planning Boards, local municipal governments, MPP’s offices, MP’s offices, Service Canada offices, Service Ontario offices

• Attend site visits, as necessary.

• Attend and assist with the execution of Bootcamp events

• Assist with Ministry Reporting – gathering information – writes final bootcamp report which informs the ministry reporting.

• Assist with recruitment of resources to attend Bootcamps.

• Liaises with the hosts if local politicians/guests are attending the event.

• Manage databases for the Bootcamp events

• Other duties as assigned. Event Logistics & On-Site Support

• Coordinate all event logistics for Bootcamps across Ontario, including travel, accommodations, meals, materials, and setup needs.

• Support the packing, tracking, and transporting of Bootcamp materials and supplies to and from event sites; to help ensure all items are ready, loaded, and returned after each event.

• Manage on-site registration and check-in for participants, employers, and guests.

• Support smooth event operations in partnership with the Bootcamp Manager.

• Coordinate day-of-event schedules and ensure assigned staff are confirmed and briefed for each Bootcamp. Team & Travel Coordination

• Arrange and confirm travel bookings (hotels, mileage reimbursements, car rentals if needed) for staff attending overnight or distant events.

• Maintain a staffing schedule for upcoming Bootcamps; proactively ensure coverage and communicate responsibilities to team members.

• Work with the Bootcamp Manager to adjust team schedules and logistics as needed based on event size, location, and requirements. Budget Tracking & Forecasting

• Support the planning and forecasting of budgets for Bootcamp-related expenses.

• Track and record event-related costs (e.g., catering, accommodation, supplies) and ensure spending stays within budget.

• Contribute to post-event budget reviews and identify cost-saving opportunities. Communication & Stakeholder Coordination

• Communicate professionally with Bootcamp hosts, community partners, and employers to confirm event details, site logistics, and special requirements.

• Provide timely and clear communication to stakeholders prior to the event, including logistical details, expectations, and follow-ups. Reporting & Documentation

• Maintain accurate event records, including registration lists, accommodation logs, travel itineraries, and expense tracking.

• Support the creation of post-event summaries and final reports for internal and Ministry reporting.

• Ensure all event data is entered and updated in relevant databases and tracking tools.

EDUCATION AND EXPERIENCE

• Minimum 2 years of work experience in an event coordinator or administrative role.

• Post secondary certificate or diploma in event planning, business administration, or related field.

• Previous experience in event coordination preferred.

• Previous experience in non-profit, community programming, or workforce development is a benefit.

• Knowledge of the skilled trades or apprenticeship pathway, nice to have

• Certificate in event or project management is an asset but not required.

KNOWLEDGE, SKILLS AND ABILITIES

• Comfortable with frequent travel across Ontario (including overnights).

• Exceptional verbal and written communication skills; able to interact confidently with participants, stakeholders, and team members.

• Comfortable speaking with external partners by phone, email, and in person.

• Confident public speaker with the ability to adjust communication style based on audience.

• Strong interpersonal skills; works collaboratively and builds positive relationships with internal and external partners.

• Highly organized with excellent planning, coordination, and time management skills.

• Able to manage multiple tasks, priorities, and tight deadlines in a fast-paced environment.

• Demonstrated ability to schedule and support teams effectively for events.

• Strong attention to detail in managing logistics, registration, supplies, and reporting.

• Solutions-oriented with creative problem-solving skills and a positive, adaptable approach.

• Able to respond effectively to changing priorities and event-day challenges.

• Self-motivated, independent, and capable of managing workload with minimal supervision.

• Brings a continuous improvement mindset; open to feedback and proactive in suggesting improvements.

• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

• Experienced in managing spreadsheets, tracking tools, and organizing logistical data.

• Comfortable with managing budgets, forecasting costs, and ensuring accurate expense tracking while staying on budget.

• Physically able to lift and transport event materials and supplies.

• Willingness and ability to travel frequently and work flexible hours as required for events.

ADDITIONAL REQUIREMENTS:

• Must be legally entitled to work in Canada in accordance with relevant Ontario legislation and regulations.

• Possess a valid G Driver’s licence, reliable vehicle and valid insurance.

• Ability to travel to events across Ontario, including those requiring overnight stays.

WORKING CONDITIONS

• Five-day work week (Monday to Friday), with flexible start and end times and occasional evenings, weekends, and overnight stays will be required for events and workshops.

• Majority of the work week is worked remotely with expected travel to the Etobicoke head office, and travel across Ontario for events, meetings and/or site visits

• Must have a valid driver’s license, reliable vehicle, and insurance

• Ability to move, lift and carry up to 20 pounds independently

How to apply:

Copy the below the link and paste in your browser to complete the mandatory online application and assessment: https://jbtmz.me/s/'e=Ito7TjDN

1. Attach a detailed cover letter and resume.

We will ONLY be in touch with candidates who qualify for the position and complete the assessment**. We wish all applicants success.**