MICE; Meetings Conferences, Exhibitions) Coordinator

Position: MICE (Meetings, Incentives, Conferences, Exhibitions) Coordinator

Employment Status: Full time

Reports To: Senior Director, Sales and Operations

Location: Hybrid

Role Type: New Role

Hiring Status: Current hiring

We are seeking a proactive, client-focused MICE Coordinator to support our travel and events team in delivering exceptional meetings, incentives, conferences, and exhibitions. This role combines event coordination with sales support, helping to drive bookings, build client relationships, and ensure profitable, seamless travel and event experiences.

The MICE Coordinator is a detail‑oriented, service‑focused professional who supports the sales and operations teams in delivering high‑quality corporate events and group travel experiences. The role suits someone who enjoys organizing, communicating with diverse stakeholders, and working in a fast‑paced environment where no two events are the same.

• Assist with the end‑to‑end coordination of MICE events (meetings, incentives, conferences, exhibitions), including timelines, checklists, and documentation.
• Prepare basic proposals, quotations, and costing based on client briefs, using agreed products, destinations, and rate guidelines.
• Liaise with hotels, venues, DMCs, transport providers, and other suppliers to obtain rates, availability, and service confirmations.
• Support site inspections and venue evaluations by arranging appointments, collating information, and preparing visit schedules.
• Maintain accurate event files, databases, and reports, including participant lists, rooming lists, and service orders.
• Coordinate registration, travel, and accommodation details for participants, and provide information and support before and during the event.
• Monitor service delivery during events, flag issues promptly, and help implement on‑site solutions with the project manager or senior event manager.
• Assist with post‑event tasks such as feedback collection, supplier reconciliation, and preparation of invoices and basic financial summaries.
• Contribute to general administrative tasks for the MICE team (data entry, document preparation, research on venues and destinations).
• Any other tasks assigned

• Must be TICO certified
• Experience in events, hospitality, corporate travel, or MICE operations (often 1–3 years in a coordinating or administrative role).
• Strong organizational and time‑management skills, with the ability to handle multiple events and deadlines simultaneously.
• Good communication skills (written and verbal) and a client‑service mindset, with confidence to liaise with both clients and suppliers.
• Proficiency in office software (e.g., Outlook, Excel, PowerPoint) and basic familiarity with CRM or booking systems is an advantage.
• High attention to detail, accuracy in documentation, and comfort working with budgets and basic numbers.
• Flexibility to work occasional evenings, weekends, and travel for site visits or on‑site event support as required.

• Call centre environment - home-based/remote or hybrid
• Monday to Friday from 9:00 am – 5:00 pm (EST). Flexibility to work occasional evenings, weekends, and travel for site visits or on‑site event support as required.

• Medical and dental benefits
• 9 additional paid days: 1 birthday day, 5 sick days, 2 personal days, and 1 volunteer day
• Awesome travel benefits for you, your friends, and your family
• Employee Assistance Program (EAP) for you and your family members

HIS Canada Travel Inc., a division of the H.I.S. Group, is one of Canada’s largest travel companies. Incorporated in 2004, HIS Canada Travel Inc. owns and operates…