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Equipment Coordinator

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Job ID EQUIP020033 Date posted 01/25/2023 Location Toronto , Ontario Position Type Full Time

Position Overview

The Equipment Coordinator (EC) is responsible for processing all incoming business activity and billing information while providing outstanding customer service. The EC will administer all order entry processes including order updates with a focus on maximising equipment utilisation and act as a primary liaison to the Warehouse team, supporting Venue and Production team needs. Responsible for reducing subrental costs, increasing equipment utilization, improving internal customer service, assisting with the implementation of cost-savings strategies and support the implementation of efficient transportation process between warehouses, venues and events. The Equipment Coordinator will report to the Operations Manager.  

Key Job Responsibilities 

Customer Service & Order Entry

• Process equipment requests and order entry.

• Provide outstanding service to internal and external customers.

• Initiate and manage sub-rental of equipment where necessary.

• Respond in a timely manner to all orders and inquires.

• Offer technology & service solutions to meet customer needs while focusing on increasing utilisation of warehouse & venue housed inventory.

• Follow up with field team post-event, when needed.

• Gather equipment shortage data and make efficient use of processes to source equipment from internal and external sources to fulfill those needs.

• Oversee internal equipment transfers with an emphasis on keeping company-owned equipment in use and available as often as possible to maximize cost reduction.

Administration & Reporting

• Inventory system entry of all warehouse sourced orders and accurate internal billing.

• Ensure all system stock levels are up to date.

• Maintain non-barcoded items within the system for accuracy.

• Assist with communication on shortages and overdue items to be reconciled.

• Assist in developing strategies for maximizing internal resources to lower costs.


The duties and responsibilities described are not a comprehensive list and may change, or additional tasks within scope of work may be assigned at any time with or without notice, as necessitated by business demands.

Job Qualifications

• High School Degree

• 2+ years of logistics or customer service experience, within the audio-visual or related service industry preferred.

• Strong competency in the utilisation of IT systems.

• Excellent ability with Microsoft Excel.

• Strong analytical and problem-solving skills.

• Excellent verbal and written communication skills.

• Demonstrated ability to work in a fast paced, high-volume environment while being able to think creatively and effectively solve problems.

• Total commitment to service excellence.

• Knowledge of event audio-visual equipment would be highly advantageous.

Competencies (by Core Values)

• Communicates & Collaborates Effectively

• Analytical Thinking

• Seeing the big picture

• Driving Results

• Doing the right thing

• Valuing People

Work Environment


Work is performed at event venues as well as in a warehouse environment. Team members must adhere to appearance guidelines as defined by Encore based in a warehouse environment and when traveling, on an individual venue or a representation of venues in that city or area. When in the Warehouse, work will be completed in an environment with exposure to outdoor temperatures and to dirt, sand and/or dust.  The working conditions will vary between moderately quiet to noisy volumes.  Team members may use high-end audio visual equipment and electrical components.  Working times may include irregular hours and on-call status including days, evenings, weekends and holidays.   

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

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