Equipment Procurement Coordinator

BB Blanc Inc•Vaughan, ON

About The Position

The Equipment Procurement Coordinator is responsible for managing all cross-rental operations for bb Blanc, ensuring project equipment requirements are fulfilled efficiently, cost-effectively, and on schedule. This role reviews project equipment requirements, identifies inventory shortages, sources equipment through an extensive network of rental partners, negotiates pricing and availability, and coordinates the complete rental lifecycle from procurement through receiving, tagging, shipping, and return. Success in this position requires exceptional organizational skills, strong vendor relationship management, commercial awareness, and the ability to balance cost, availability, logistics, and project deadlines in a fast-paced live events environment.

Requirements

3+ years of experience in the audiovisual, live events, rental, logistics, purchasing, or inventory management industry.
Strong understanding of professional audiovisual equipment and live event operations.
Experience sourcing equipment or managing vendor relationships is highly preferred.
Excellent negotiation and communication skills.
Strong analytical and problem-solving abilities.
Highly organized with the ability to manage multiple priorities under tight deadlines.
Exceptional attention to detail and documentation.
Proficiency with Microsoft Office (particularly Excel) and inventory management software.
Experience working with ERP or rental management systems is an asset.
Ability to occasionally assist with receiving or moving audiovisual equipment safely.

Responsibilities

Review project equipment orders and identify inventory shortages requiring cross-rental solutions.
Source audiovisual equipment from multiple rental partners by evaluating: Availability, Pricing, Transportation costs, Vendor reliability, Delivery timelines.
Secure the most efficient and cost-effective rental solution while meeting project requirements.
Build and maintain strong working relationships with rental houses and industry partners.
Negotiate rental pricing and terms whenever possible to maximize project profitability.
Create, issue, and manage rental purchase orders and documentation.
Coordinate inbound rental equipment with the warehouse team for: Receiving, Inspection, Asset tagging, Staging.
Monitor rental equipment throughout the project lifecycle, including receiving, return logistics, and reconciliation.
Process outgoing rentals of bb Blanc equipment to external companies when applicable.
Maintain accurate records of all cross-rental transactions, costs, vendor communications, and equipment movements.
Collaborate closely with Inventory, Warehouse, Project Management, Logistics, and Operations teams to ensure seamless execution.
Analyze rental trends and inventory shortages to recommend future purchasing opportunities and improve inventory planning.
Support quarterly forecasting of rental demand and equipment utilization.
Continuously seek opportunities to improve vendor partnerships, rental processes, and overall operational efficiency.
Perform other duties as assigned.