Product Coordinator

Job Description

About Element Event Solutions

Element Event Solutions is Canada's premier provider of tent and event services, orchestrating over 30,000 memorable events annually in partnership with top venues, caterers, planners, corporate partners, and private hosts. Established in 1911 as Chair-man Mills, our company has grown through a legacy of excellence with renowned brands including Event Rental Group, Contemporary Furniture Rentals, Regal Tent Productions, Advanced Tent Rental, A&B Partytime, Loungeworks, MacFarlands Events, and Higgins Event Rentals.

Driven by our mission to craft engaging spaces that foster remarkable experiences and connections, we provide the infrastructure essential for Canadians to unite through social, corporate, philanthropic, and community gatherings. Proudly Canadian-owned and operated, we are committed to family values and investing in our local communities.

Position Summary

The Product Coordinator plays a key role in supporting the full product lifecycle-from new product launches to phase-outs. This role bridges communication between vendors, internal teams, and external partners while ensuring accurate product data,

sample coordination, and timely marketing deliverables. The ideal candidate thrives in a detail-oriented, deadline-driven environment with a passion for product excellence and operational efficiency.

Key Responsibilities

Product Lifecycle & Coordination:

• Oversee all phases of the product lifecycle, from onboarding to phase-out
• Maintain and update the active assortment plan, purge summaries, and product catalogue
• Manage SKU creation and updates in the procurement system, ensuring accurate and timely communication across departments
• Track product deliveries weekly and coordinate with Operations and Finance on intake, payments, and outstanding balances
• Maintain showroom and office product samples, including purging outdated items and organizing new arrivals

Vendor & Procurement Support:

• Communicate with vendors regarding product details, samples, documentation, and timelines
• Request and evaluate product samples for quality, including wash testing, coordinate product handling feedback with the Operations team
• Assist in national product sourcing and new vendor setup, including collection of banking and compliance documentation for Finance
• Assist with procurement for Special Projects & National Events as they come up - i.e., FIFA world Cup
• Collaborate with logistics and customs brokers to ensure proper documentation for importing goods from the U.S. and overseas

Cross-Functional Communication

• Ensure timely and accurate sharing of product updates with Sales, Marketing, Operations, and Finance
• Organize cross-departmental meetings during new product launches to review specs, solicit feedback, and confirm operational readiness
• Maintain shared drives and product documentation for easy access and alignment across teams

Product Marketing Support:

• Serve as the primary point of contact for social media product confirmations, working with external agencies and internal sales teams to ensure correct product linking
• Provide product details for sell sheets and marketing collateral at least 8 weeks before product arrival
• Review and approve all product marketing content to ensure consistency and accuracy
• Maintain and organize all agency-created image files and ensure they are accessible for internal use

New Product Launches:

• Phase One - Introduction & Set-Up: Complete SKU onboarding, submit purchase orders, gather and organize images, collect initial feedback from Sales, and align with Finance on deposits
• Phase Two - Delivery & Communication: Track shipments, share delivery updates, prepare care packs for Operations, and update the National Resource Library
• Phase Three - Arrival & Activation: Notify teams of arrivals, activate SKUs in the procurement system, provide final payment details to Finance, and ensure showroom readiness
• Perform additional duties as assigned to support product operations and broader business initiatives

Requirements & Qualifications:

• 2+ years in product coordination, merchandising, or a related field (event or retail industry a plus)
• Strong organizational and communication skills with excellent attention to detail
• Proficient in Microsoft Office, shared drives, and procurement software
• Ability to manage multiple priorities and cross-functional projects
• Comfortable working with vendors, reviewing samples, and tracking delivery schedules
• Knowledge of import documentation and product marketing processes is an asset