Onsite Logistics Coordinator Jobs

About Us

Wynford is a brand experience company with a focus on creative & event production, experiential events and incentive travel focused on partnering with our clients to strengthen their cultures and drive results through the power of transformational live and digital events and experiences. These include customized incentive travel programs, conferences, experiential workshops, launch events, and all things inbetween. We employ approximately 80+ full-time employees. Our Head Office is in Toronto, ON. Visit us at www. wynfordtwg.com for more information.

We are proud to have received, for 8 years running, the Great Place to Work award. At Wynford we are passionate about the work that we do, and the clients that we partner with. We believe in having fun and celebrating our successes as well as one another. We believe our business success can be attributed to our people. We have and foster a culture as it is important to speak up, share feedback, and challenge one another to create new ways of doing things. We have a flexible and trusting environment where you can bring your best self to your role.

About the Opportunity

This is a permanent full-time position with 75% onsite logistics administration responsibility and 25% onsite travel with programs in a Trip Director capacity. You will work closely with the Event Management Team and Sales Directors to establish a balanced onsite team of professionals to execute program deliverables onsite through administration, onsite team structure development and contracting, as well as being a team contributor and collaborator. Reporting to the Manager, Experience, Event & Onsite Solutions, you will continuously drive excellence in support of Wynford’s gold standards of client service, in alignment with Wynford values,and contributing to the overall delivery of stated organizational objectives as outlined in the annual Business Plan.

You have excellent communication and people skills to manage services from this department efficiently.

What You Bring

• Exceptional communication and interpersonal skills; effectively can handle situations of conflict with tact and diplomacy.
• Strong organizational skills, with the ability to multitask, meet deadlines, and remain calm under pressure.
• A minimum of 2 years of administration and/or full cycle incentive travel program experience, preferably within a third-party supplier environment.
• Excellent project management skills with an attention to detail and a strong sense of personal responsibility and reliability.
• Experience working cross-functionally, with the ability to build strong relationships quickly
• Experience working with Cvent, Google Suite and Microsoft365.
• Self-motivation, enthusiasm and high energy; a strong drive to achieve results
• Post-secondary education in business, event management or another relevant field.
• Experience managing Trip Directors; performance levels, negotiating contracts, scheduling and Per Diem policies pertaining to programs.
• Availability to attend in-office meetings at our Toronto office and ability to travel.

What You’ll Do

• Update and maintain Wynford’s Purple Book On-Site Edition (internal database)
• In coordination with the Manager, Experience, Events & Onsite Solutions support and manage the Trip Director Training Workshops
• Coordinate information sources for all Trip Directors:
• Manage per-diems, expenses, invoices and information sources for Trip Directors
• Schedule training opportunities for Trip Directors based on training modules
• Maintain and update s, Salary, Mentor and Per Diem Policies, in consultation with the Manager and VP, Event Solutions, create and maintain up-to-date training and SOP documentation.
• Create and maintain how-tos, contracts, lists, and other communications
• Work towards being a subject matter expert in onsite logistics management and attend college fairs with other team members to inspire talent into the industry
• Create and administer performance review surveys for Trip Directors
• Manage uniform pieces
• Manage the Trip Director booking app
• Organize logistics and content for the recruitment of freelancers and trip directors
• Create an environment to receive and provide constructive feedback and conduct investigations with Manager and VP, Experience & Event Solutions when required
• Consult with Sales Directors/Event Managers to determine best fit and availability for onsite teams on programs, and manage changes and requests as required

Capabilities

• Accounting: A solid understanding of accounting principles. This includes knowledge of financial statements, budgeting, and financial reporting.
• Time Management: Managing time effectively is essential to meet customer needs and deadlines.
• Internal team customer service: Understanding and anticipating customer needs, for onsite and make recommendations to internal teams
• Attention to Detail: Providing high-quality service requires attention to detail. This involves meticulous work, following procedures carefully, and ensuring all tasks are completed to the highest standard.
• Problem-Solving: Problem-solving is an essential competency where issues and challenges can arise at any moment. The ability to analyze a situation, identify the root cause of a problem, and come up with creative solutions is critical..
• Technology: Proficiency with financial technology. This includes using financial software, analyzing data using Excel and other tools, and leveraging emerging technologies such as blockchain and artificial intelligence.
• Flexibility: The ability to adapt to changing circumstances, be flexible in your approach, and remain open to new ideas and ways of working is crucial.
• Risk Management: Identify and manage financial risks. This involves understanding risk management techniques and making informed decisions based on risk assessments.

Personal Attributes

• Teamwork; working collaboratively with colleagues and other departments is critical for success. This involves sharing ideas, providing feedback, and supporting each other to achieve common goals
• A strong understanding of ethical principles and regulatory requirements. This includes knowledge of financial regulations and maintaining the highest ethical standards.

Send Us Your Resume!

Interested applicants should send their resume and cover letter to [email protected]. In your cover letter please tell us why this opportunity is interesting to you.

We wish to thank all applicants in advance for your interest. Only those candidates selected for an interview will be contacted. Wynford is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process.

We value the diversity of the people we hire and serve. Diversity at this organization means fostering a workplace in which individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths.