Part Time Client and Event Logistics Coordinator (Contractor)

Flash Co. produces premium photo and video experiences for weddings and corporate events across Calgary and Southern Alberta. We are hiring a Part-Time Client and Event Logistics Coordinator (Contractor Role) to support the execution of events. If you’re someone who takes pride in getting the details right, solving problems in real time, and delivering a polished client event experience, this role will feel like a natural fit.

This is a year-round, part-time position requiring approximately 15–25 hours per week. Our busiest season runs from mid-May through mid-December, with lighter workloads from January through April. The role is ideal for someone who enjoys flexibility, thrives in event environments, and values creating exceptional client experiences behind the scenes.

The Role

This is a hands-on role designed for someone who wants to learn how events actually run behind the scenes.

  • You’ll start by learning the services we offer by assisting at on-site events. Here you’ll learn what’s essential for our on-site event hosts to provide exceptional service to our clients. After this onboarding, you’ll have a full understanding of the services we provide in order to fully support your knowledge base for your role as Client and Event Logistics Coordinator.  

  • From here, you’ll learn and take ownership of leads & bookings, client support and communication and pre-event logistics.

  • You will use Email, our CRM, Google Suite, Canva and our Team Scheduling platform in the role

  • You will liaise with our clients, event planners, venues and our team in this role

  • Within 12 months, the expectation is that you can independently manage events in your portfolio from first inquiry to final delivery & reporting.

Events are seasonal and the role requires you to be available to complete the tasks necessary for event execution.

  • High season is May - December: busier for event administration, client communication and event logistics

  • Low season is January - April : behind the scenes business development, client communication and sales

What You’ll Learn & Do

Understand the services

  • Assist with on-site events to fully understand the services we offer and how to best support our on-site events team

CRM Ownership - Leads Tracking & Bookings

  • Assist with lead responses, tracking and bookings

  • Manage client bookings and communication pre-event

  • Prepare all documentation necessary for executing events 

  • Support pre-event coordination with clients, planners, venues and our team of on-site hosts

  • Help ensure all event details are accurate and complete

Pre-Event Logistics

  • Translates pre-event questionnaires from clients into actionable event logistics 

  • Client designs in Canva (photo graphics, Canva assisted animated overlays)

  • Documents accurate pre-event information for the on-site events team

  • Coordinates with client, planner, venue and our team to ensure smooth event load-in and execution

Post-Event Deliverables & Content

  • Assist with client deliveries and galleries

  • Support reporting and internal documentation

  • Support with blog posts, case studies, and social media content

Requirements

  • Based in Calgary, Alberta

  • Available part-time hours, 15-25 hours per week

  • Available for check-in meetings 1-2 times per week (online calls)

  • 1-2 years experience in event administration, hospitality or tourism

  • Available for in-person onboarding and training at Flash Co. HQ between the hours of 12pm and 4pm (first 90 days)

  • Your own computer/workstation (Apple workstation preferred)

  • Once on-boarded you will work from home

  • Familiar with: Google Suite, Email (Gmail/Apple Mail), CRM management, Canva design tools, document management & record keeping

Ideal Traits for this Role

  • Desire to work in the events industry

  • Skilled in operations/logistics and executing on fine details

  • Strong organization and communication skills

  • Comfortable working independently and learning quickly

  • Coachable and open to learning new skills, a desire to continuously improve

Nice to Have

  • Experience with CRM tools (Pixifi, 17hats, Tave, Check Cherry or similar)

  • Familiarity with Google Suite, Canva, Adobe products

  • Exposure to AI tools for copywriting and workflow efficiency

Compensation & Growth

  • Part Time Hourly Rate - $20 - $25 per hour (based on experience)

Growth Path

  • 90 day trial period - onboarding and training in person at Flash Co. HQ 

  • 3–18 months: own the Client and Event Logistics Coordinator role

  • 18+ months: Ability to move up to an Assistant Event Operations Coordinator role 

    • Increased rate

    • Full ownership of weddings and corporate parties event portfolio

    • Greater responsibility and autonomy

    • Wedding/corporate parties Team management

What Success Looks Like - Within 18 months, you will be able to:

  • Own the event lifecycle from first inquiry to delivery

  • Independently manage event logistics and timelines

  • Communicate confidently with clients, planners, venues, and our team of hosts

  • Have a good understanding of our on-site events team skillset

  • Own team scheduling for events

Working Conditions

  • Part time role

  • Paid onboarding & training at Flash Co. HQ in Calgary

  • Work-from-home flexibility after training

  • Work schedule flexes between high and low season

Who This Role Is For

  • You want to build a career in events or operations

  • You’re detail-oriented and take pride in doing things properly

  • You’re comfortable in a fast-paced, social environment

  • You enjoy the flexibility of a non-standard work schedule

  • You want to grow into a role with more responsibility that requires more complex portfolio management

How to Apply

Submit your resume with references and a 1–2 minute video introduction to info@flashcobooth.ca

Subject line: Client and Event Logistics Coordinator Application

Include:

  • Why you’re a fit for this role

  • Relevant experience

  • One Flash Co. service you’re interested in learning more about

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