Event / Project Coordinator

Oakville, ON


Event / Project Coordinator

Oakville, ON


Permanent Full Time

ASTOUND Group is a global design fabrication house, building end-to-end solutions for trade show exhibits, events and architectural projects around the world. With offices in Toronto, Las Vegas, Detroit, Milwaukee, and Portland, ASTOUND Group has developed, designed and deployed projects for Fortune 500 brands in nearly 30 countries around the world.

Established in 2001, ASTOUND Group has been awarded as one of Canada’s Best Managed Companies, a Fab 50 company, one of the Best Places to Work in Events and a multi-year winner of Profit 500’s Fastest Growing Companies. www.astoundgroup.com

ASTOUND is seeking an Event / Project Coordinator to assist the Project Management team with planning, executing, and reconciling projects. Typical projects range from permanent installations, tradeshow exhibits, live events and construction projects



  • 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


  • Coordination & Administrative Skills – you have top coordination and administrative skills, including a high degree of competency 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 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


ASTOUND is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarian’s with Disabilities Act (AODA). Please let us know if you require accommodation at any stage of the recruitment process.

Apply for this job


If you are interested in the job above please fill in the form and add your CV.

We appreciate your time and we will get back to you ASAP.

Have an amazing day!

Apply for this Job