About Element Event Solutions

Element Event Solutions is Canadas premier provider of tent and event services,orchestratingover 30,000 memorable eventsannuallyin partnership withtopvenues, caterers, planners, corporate partners, andprivatehosts.Establishedin 1911 as Chair-man Mills,our company has grown through a legacy of excellence with renowned brandsincluding Event Rental Group, Contemporary Furniture Rentals, Regal Tent Productions, Advanced Tent Rental, A&B Partytime, Loungeworks, MacFarlands Events, and Higgins Event Rentals.

Driven by our mission to craft engaging spaces that foster remarkable experiences and connections, we provide the infrastructure essential for Canadians to unite through social, corporate, philanthropic, and community gatherings. Proudly Canadian-owned and operated, we are committed to family values and investing in our local communities.

Position Summary

General assistance and coordination for the Sales & Operations Departments, as well as providing full administrative support for the front office. This position is a fixed term contract starting on April 15, 2025, and ending on October 15, 2025.

Key Responsibilities

Operations & Project Coordination

Use designated boards on Monday.com to manage project milestones and track outstanding items for upcoming projects.

Follow up with Account Managers/Project Managers to ensure outstanding items are addressed prior to the start of a project (site layouts and contacts, locates, permits, etc.)

Review Morning meeting emails and follow up on items as needed.

Create job binders for each job (site drawings, maps, contact lists, permits, proof of cable locates).

Book and call off heavy equipment rentals for all jobs, managing all POs, invoicing, and discrepancies.

Schedule and follow-up on underground locates through Ontario One Call or private locating companies.

Revise site drawings to meet the needs of locators or confirm appropriate person for site meeting.

Ensure locates are complete (with all required information) and flag any potential issues to the Operations Manager.

Book flights, hotels and car rentals as directed.

Create or collect accurate site drawings for crew; completing any revisions as needed.

Building Permits & Engineering

Revise site drawings and other documents to meet the needs of the building department.

Correspond with our engineer, coordinating permit documents and arranging site reviews.

Gather all necessary paperwork for permit application (Sealed Site Plan, General Review Forms, Tent Engineer Stamped Drawings, Flame Certificates, etc.)

Have a detailed understanding & documentation of permit requirements for major municipalities in Ontario.

Upon receipt of an approved Building Permit, provide necessary details to the Engineer.

Arrange for municipal inspections for tent permits.

Administration

Reception:

Meet and greet visitors. Keep the sign-in log up to date.

Check mail and distribute as needed.

Shipping:

Assist in Scheduling Purolator, UPS and FedEx shipments for pick up/delivery through online portals.

Purchasing:

Maintain minimum / maximum business supplies for office and bathroom supplies.

Purchasing of office items as needed

Running local errands and purchasing items as needed

Copier/Fax Machine:

Check fax receiving files for all incoming faxes. Distribute to appropriate staff.

Contact AOS Group for service calls and to order needed ink and supplies.

Special Projects

Assist with various special projects as needed.

Any other duties requested by Office Manager or Operations Manager

Requirements & Qualifications

Excellent written and verbal communication skills.

Highly detailed and organized, and able to multi-task.

Experience working in a fast-paced environment, managing multiple projects at a time.

Experience working with Monday.com or similar Project Management software is an asset.

Team focused. Though you are a self-starter, you are also comfortable building consensus and getting others involved in major decision making.

Must have a valid driver's license and access to a reliable vehicle.

Must have relevant experience in Microsoft Office.

Creative and strategic thinker with strong problem-solving skills.

Please note that the above statements are intended to describe the general nature and level of work being performed for this job. They are not to be construed as an exhaustive list of all responsibilities and duties. All personnel may be required to perform duties outside of their normal job responsibilities from time to time, as needed.