Meetings and Events Coordinator

Encore Travel•Montreal, QC

About The Position

At Encore Corporate Travel, the Meetings & Events Coordinator plays a key role in delivering seamless corporate events and travel experiences. This position is responsible for coordinating the logistics that bring meetings and events to life, including hotel arrangements, attendee management, group air coordination, reporting, and on-site readiness. Working closely with internal teams, clients, and suppliers, the coordinator ensures every event is organized, efficient, and executed to a high standard. Through proactive planning and strong communication, they help create smooth event experiences from start to finish.

Requirements

3+ years of experience in event coordination, group travel management, or operations.
Strong understanding of hotel contracting, rooming list management, and air travel logistics.
Excellent organizational skills and strong attention to detail.
Proven ability to manage multiple projects simultaneously in a fast-paced environment.
Strong communication skills and a client-focused mindset.
Proficiency with Microsoft Excel and other business software tools.

Nice To Haves

Experience in a corporate travel or event management environment.
Familiarity with OBTs, registration platforms, and reporting tools.
Experience working with implementation or technology configuration teams.
Knowledge of air booking processes and fare rules.
Experience using project management platforms such as Asana, Smartsheet, or Monday.com.

Responsibilities

Lead assigned meetings and events from planning through post-event wrap-up.
Coordinate hotel sourcing, contracting, and rooming lists directly with hotel partners.
Partner closely with the Group Air team by providing complete traveler, event, and policy details.
Assist with air bookings when needed to ensure service continuity.
Manage attendee logistics, ground transportation, and on-site support.
Maintain detailed project plans, timelines, deliverables, and communications throughout the event lifecycle.
Act as the main coordination point between internal teams including Group Air, Customer Success, Finance, Commercial, and Operations.
Lead internal and client meetings to align on timelines, objectives, and execution plans.
Proactively identify risks and resolve issues before they impact the event.
Foster strong communication, accountability, and collaboration across all stakeholders.
Define event technology requirements, including registration setup, approval workflows, attendee communications, and reporting needs.
Collaborate with the Customer Success team on platform setup and configuration.
Conduct user acceptance testing (UAT) and approve final readiness before launch.
Ensure accuracy and consistency across reporting tools and event systems.
Prepare and manage event reporting, including flight manifests, registration reports, and post-event summaries.
Partner with Finance on budget tracking, billing accuracy, and post-event reconciliation.
Serve as the primary client contact for travel and logistics coordination.
Work directly with hotels, venues, and suppliers to confirm timelines, deliverables, and event details.
Represent Encore professionally in every interaction.
Build strong relationships with clients and suppliers to support long-term partnerships.