Event / Project Coordinator

Oakville, ON


Event / Project Coordinator

Oakville, ON


ASTOUND Group is independently owned and one of North America’s fastest growing, exciting and creative global design fabrication house based in Oakville. We’ve completed amazing design and builds at the world’s largest stages – 29 countries to be exact – with offices in Oakville, Toronto, Las Vegas and San Francisco. And we’re not the only ones who thinks our global work is awesome. Deloitte, Profit Magazine and Event Marketer – to name a few – have recognized us formally with top 50 and 200 rankings for delivering exceptional work for our clients and employees.
ASTOUND is seeking a Project Coordinator to assist the Project Management team with planning, executing, and reconciling projects.

Employment type: Temporary full time 


  • Coordination & Administrative Skills – you have top coordination and administrative skills, including a high degree of competence working with Microsoft Office
  • Organized– you’re a self-motivated, super multi-tasker who is able to set priorities and plan well in advance to meet multiple shifting deadlines. You enjoy being the
  • ‘go-to’ person who can be counted on to get things done
  • Detail Oriented – you have a keen attention to detail and a “right the first time” mindset
  • Problem Solver - you enjoy taking initiative to work through the unknown and to leverage your skills to ‘figure things out’
  • Communicator – you’re able to provide clear, concise, accurate and timely oral and written communication
  • Team player – it’s important that you’re able to develop strong working relationships with fellow team members
  • Flexible – you enjoy a fast paced environment in which you need to adapt to changes in client/internal needs quickly. You learn new things easily, you’re inquisitive. You are able to work flexible hours to meet challenging and changing deadlines – overtime hours will be required at certain times


  • Assists Project Managers with product and service research, sourcing, project timeline creation, work orders, and other administrative activities
  • Serves as order desk for all quick orders and portable display needs
  • Coordinates with Project Management and Operations to confirm transportation, I&D and field service requirements for ordering upon project approval
  • Follows up on field services orders for confirmation and post-show analysis
  • Coordinates with all internal departments to obtain necessary items to fulfill project requirements
  • Establishes and maintains network of contacts among service contractors/vendors
  • Provides team with recommendations and solutions for services
  • Maintains vendor/provider relationships and identifies future customer service requirements
  • Responds to incoming calls on demand from internal staff with problems and questions
  • Completes assignments involving word processing, including page layouts, charts and computer graphics utilizing desktop publishing equipment and integrated software packages
  • Ensures quality service delivery and professional standards in a timely and cost efficient manner
  • May supervise on-site activities ensuring projects go as planned and handles any problems
  • Recommends cost-saving measures to team
  • Provides administrative support to Project Managers (and other departments at the discretion of the VP, Project Management)
  • Tracks down show information and other project related information, vendors and resources
  • Maintains a proactive approach to all responsibilities and future projects
  • Initiates PO’s and payment requests, approves invoices and follows internal payment procedure
  • Relies on experience and judgment to plan and accomplish goals
  • A wide degree of creativity and latitude is expected

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