Coordinator, Housing & Delegate Services

mcisuisses Canada

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Job Description

Posting Start Date: 22/07/2026

Brand: MCI

Country/Region: Canada

Work Location: Toronto

Workplace Type: Remote

Contract type: Permanent

Job Function: Project Management

Information at a Glance

We are an independent global marketing communications group with a human‑first approach. We connect strategy, creativity, technology and operations to help brands and organisations grow with purpose. Our global network supports more than 1,200 clients across 34 countries, backed by over 35 years of experience. Under the mci group umbrella, our agencies bring together world‑class talent in strategy, creative development, account leadership, technology, production and research to shape meaningful, lasting impact.

JOB OBJECTIVE

The Housing & Delegate Services Coordinator is responsible for the successful planning, coordination, and execution of housing services for conferences, meetings, and events. As the primary point of contact for hotel accommodations and room block management, this role works closely with hotels, attendees, clients, and internal project teams to deliver a seamless delegate experience.

In addition to housing responsibilities, the Coordinator supports other delegate-facing services including registration management, attendee communications, abstract administration, and general inbox support. The ideal candidate is highly organized, detail-oriented, client-focused, and experienced in managing multiple deadlines within a fast-paced event environment.

KEY RESPONSIBILITIES

Housing Services (Primary Focus)

Serve as the primary lead for event housing programs and hotel accommodation management.
Coordinate contracted hotel room blocks, reservation processes, rooming list submissions, and room inventory tracking ensuring GDPR compliance.
Monitor pickup reports, availability, contracted commitments, and key housing deadlines.
Liaise directly with hotels regarding reservations, group, VIP accommodations, special requests, and housing-related issues.
Manage attendee housing inquiries and provide timely resolution to accommodation requests and concerns.
Prepare regular housing reports and updates for clients and internal teams.
Assist with hotel invoice reconciliation and final housing reporting.
Assist with the hotel audit process following each group.
Support housing website configuration and testing within registration and housing platforms.

Delegate Services

Support the delivery of delegate services, including registration, housing, abstracts, speaker management, and attendee communications.
Manage inquiries through shared inboxes and customer service channels, providing timely and professional support to delegates and stakeholders.
Maintain accurate records and data across event management systems, ensuring quality and consistency.
Assist with setup, testing, and ongoing administration of registration, housing, and abstract management platforms.
Coordinate communications with delegates, authors, speakers, reviewers, and other event participants.
Monitor deadlines, process requests and changes, and support the successful execution of event deliverables.
Collaborate with project teams and provide regular status updates on delegate service activities.
Support on-site event delivery and attendee experience as required.

DESCRIPTION OF THE RELATIONSHIPS

Reports directly to Manager, Delegate Services
Internally collaborates with Project teams, Tech team, and Finance
Develops professional relationships with suppliers & partners
Provides a high-level of customer service to clients, conference participants, members, speakers and VIPs

JOB REQUIREMENTS

Post-secondary education in Event Management, Hospitality, Tourism, Business Administration, Communications, or a related field preferred.
1–3 years of experience in event management, conference services, hospitality, customer service, or administrative support.
Experience working with housing, registration, abstract management, CRM, or event technology platforms is considered an asset.
Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
Ability to manage multiple projects, deadlines, and competing priorities in a fast-paced environment.
CMP is an asset.

SPECIFIC TECHNICAL SKILLS

Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.
Professional and customer-focused approach to stakeholder and attendee interactions.
Ability to work independently while contributing effectively within a collaborative team environment.
Strong problem-solving and critical-thinking skills.
Comfortable learning and working within multiple technology platforms and databases.
Ability to maintain confidentiality and handle sensitive participant information with discretion.
Flexible and adaptable, with a willingness to support a variety of event functions and project needs.
Strong inter-personal skills including cross cultural understanding.
Must be bondable.
Additional requirements include but are not limited to:
- Ability to work extended hours during strategic planning meetings and/or onsite delivery of conferences and events.
- Moderate lifting, especially during on-site execution of events, and considerable amount of standing is expected.
- Able and willing to travel across Canada and internationally.

BENEFITS

Salary starting at $50,000 CAD, commensurate with experience and qualifications.
Health and dental benefits
HSA & LSA
Birthday day off
Flexible remote work environment
Friendly and collaborative work environment

mci group is where you can bring your true self to work and be pround of what you do. Join us and make a difference!