Event Operations Coordinator (Bilingual)
Position Profile
Moto Canada is seeking an experienced Bilingual Event Operations Coordinator to join our Events team. Reporting to the Director of Events, this role plays a critical part in planning and delivering Canada's premier Motorcycle and Powersports Shows.
The successful candidate will support all aspects of event operations from initial planning through on-site execution, working closely with manufacturers, exhibitors, sponsors, venues, contractors, feature partners and attendees to ensure a seamless event experience.
We are looking for a highly organized, proactive professional who thrives in a fast-paced environment, enjoys solving problems, and remains calm under pressure. During show week, this individual becomes one of the key operational leaders on-site, ensuring every detail comes together successfully.
This role requires fluent written and spoken English and French.
Key Responsibilities
- Deliver exceptional customer service while maintaining professionalism, confidentiality and strong working relationships with exhibitors, sponsors, manufacturers, contractors, venues and attendees.
- Respond promptly to exhibitor, sponsor and attendee inquiries by phone, email and other communication channels.
- Assist with exhibitor onboarding including manuals, forms, deadlines and online exhibitor resources.
- Coordinate exhibitor logistics including move-in, move-out, shipping, material handling and operational requirements.
- Assist with the preparation, review and maintenance of event floorplans, exhibitor layouts and space allocations.
- Coordinate event signage, ticketing, credentials, furniture, décor, audiovisual, internet, utilities, catering and other operational requirements.
- Work closely with official show contractors to ensure services are delivered accurately and on schedule.
- Coordinate accommodations and travel arrangements for staff, contractors and feature partners when required.
- Assist with show office administration, inventory management and event supplies.
- Recruit, schedule, train and supervise temporary show office staff in each host city.
- Participate in event planning meetings, operational reviews and critical path updates.
- Assist in developing operational procedures and improving event processes year over year.
- Support onsite registration, exhibitor services and show office operations throughout event execution.
- Troubleshoot operational issues quickly while maintaining a high level of customer service.
- Work collaboratively with venue management, security, decorators, labour providers and suppliers throughout the event.
- Maintain accurate event documentation, operational records and post-event reporting.
Travel to all Motorcycle and Powersports Shows and assist with event setup, execution and teardown.
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What You'll Bring to the Team
- Minimum 3 years of experience in event operations, trade shows, conferences or live event production.
- Fluency in both English and French (spoken and written) is required.
- Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
- Strong customer service and relationship-building skills.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.
- Comfortable working with floorplans, exhibitor layouts and operational logistics.
- Experience coordinating vendors, contractors and multiple service providers.
- Strong problem-solving abilities with a calm, professional approach under pressure.
- Advanced proficiency with Microsoft Office, particularly Excel, Outlook and Word, and the ability to quickly learn event management software, ticketing platforms and CRM systems.
- Ability to work independently while contributing as part of a collaborative team.
- Willingness to travel extensively during show season.
- Flexibility to work evenings, weekends and extended hours during event move-in, show days and move-out.
Ability to lift up to 20 lbs as required during event setup and execution.
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Assets
- Experience working in consumer trade shows, exhibitions or large-scale live events.
- Knowledge of the motorcycle or powersports industry.
- Experience reading or assisting with event floorplans.
- Experience with project coordination or project management.
- Familiarity with ticketing systems, exhibitor management platforms or registration software.
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