Event Coordinator bei Canada Business Unit

Who We Are 

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6,500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia. Further information is available at www.bgis.com 

SUMMARY 

The Event Coordinator plays a key role in the planning, execution, and evaluation of the internal, external, and hybrid company events.  This role supports the delivery of high-impact experiences that align with organizational goals, foster engagement, and strengthen relationships with clients, partners and employees. The coordinator will manage logistics, vendor relations, budgeting, sponsorship support, and onsite execution, while collaborating closely with internal teams and external stakeholders. The role will benefit an individual looking to utilize and grow their skills within the Event Industry. 

Reporting directly to the Manager, Corporate Events, the Coordinator will be responsible for supporting and fostering innovation, collaboration and community engagement to ensure the success of each event, including active participation in onsite execution and logistics. 
 

KEY DUTIES & RESPONSIBILITIES  

 Event Planning

• Design and coordinate a variety of events, including corporate, client-facing, and employee engagement initiatives. 
• Support all phases of event planning, from concept development to post-event evaluation. 
• Prepare event documentation and presentation materials for internal and external use. 
• Liaise with vendors (venues, caterers, AV, décor, etc.) and manage procurement processes using company platforms. 
• Coordinate with internal teams, clients, suppliers, sponsors, and venues to ensure seamless communication and execution. 
• Build and manage invitation lists, track RSVPs, and maintain attendance records using event technology platforms. 
• Serve as a main point of contact for confirmed attendees, ensuring timely delivery of materials and information.
• Collaborate with cross-functional teams to ensure all event needs are met. 
• Provide administrative support related to event logistics and execution.

Budget Management

• Assist in the development and management of event budgets. 
• Process invoices, reconcile credit card transactions, and ensure timely vendor payments. 
• Review and verify event-related expenses for accuracy and compliance.

Sponsorship

• Support the creation and promotion of sponsorship packages, including branding and recognition opportunities. 
• Engage potential sponsors and assist in securing commitments to support event costs.
• Coordinate additional fundraising activities such as auctions, raffles, and donation drives.
• Source and manage event prizing, including trophies, gift cards, and other awards.
• Assist with the coordination and presentation of awards and recognition during the events.

Registration and Marketing

• Maintain the master registration database, ensuring accuracy and timely updates.
• Support event marketing efforts through social media, email campaigns, and if necessary local advertising.
• Collaborate with marketing teams to align messaging and branding across all event communications.

On-Site Management

• Lead or support on-site event setup, registration, and logistics for internal, virtual, and external events.
• Oversee catering, AV, signage, and special requests to ensure smooth execution.
• Support on-site event agenda and assist with all scheduled activities.
• Assign and supervise volunteers to support event operations.
• Act as a primary contact for real-time issue resolution and ensure a seamless guest experience.

KNOWLEDGE & SKILLS 

• Post-secondary education in Business, Marketing, Communications, or a related field; a diploma or certification in Event Management is an asset.
• 2–4 years of experience in event coordination or a related role.
• Proficiency in Microsoft Office Suite; ability to quickly learn and adapt to new technology platforms. Experience with Salesforce, Adobe and SharePoint is an asset.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet tight deadlines.
• High attention to detail and a systematic approach to task completion.
• Ability to thrive in a fast-paced, high-pressure environment.
• Creative thinker with a keen eye for detail and event aesthetics.
• Professional maturity, including strong interpersonal skills, discretion, and tact.
• Excellent verbal and written communication skills.
• Flexibility to work extended hours during peak periods and outside of regular business hours as needed.
• Ability to work onsite and travel to event locations as required.
• Comfortable working on your feet for extended periods and lifting up to 20 pounds.
• Valid passport and ability and comfort to travel.
• This is an in-person position with flexibility for remote work when appropriate.

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success! 

BGIS is an equal opportunity employer and we welcome you to apply for a position with us! If you require accommodation during the recruitment process, please contact us at askHR. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability. 

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