Coordinator, Design Services - OS&E

Coordinator, Design Services - OS&E

Four Seasons is seeking a Project Coordinator to join our Global Creative, OS&E, Design Services team. This key role supports the planning, execution, and delivery of projects across multiple disciplines, including design, development, and vendor management. Reporting to the Manager, Creative, OS&E, Design Services, this position ensures seamless coordination between internal teams, Owners, and external vendors, to achieve project objectives on time and within budget. The ideal candidate has a keen eye for design, is detail-oriented, highly organized, and thrives in a fast-paced, creative environment.

Project Coordination

• Coordinate and track department's end-to-end project lifecycles from initial kick off and briefing through completion, ensuring deliverables meet scope, critical path, and quality standards.
• Maintain cross-functional alignment by organizing meetings, creating and maintaining status reports, meeting agendas/minutes, attaining and sharing supporting documents, and following up on action items.
• Create and maintain RFPs, project processes, and correspondence with internal teams and external vendors.

Design & Creative Support

• Support Creative, OS&E, Design Services – Employee Fashion, focusing on the end-to-end project lifecycle from initial briefing through completion, ensuring deliverables meet scope, critical path, and quality standards.
• Partner with design and vendor teams to facilitate project workflows, from concept development to delivery.
• Ensure all creative deliverables align with brand, design, and production standards.
• Manage file organization and communication between design, vendor/production, and operational teams.

Vendor Management

• Collaborate with internal teams to source design, products, and services in alignment with project requirements.
• Build strong relationships with external vendors to maintain alignment and timely execution.
• Support the preparation and evaluation of vendor proposals, quotations, and critical path.
• Track and manage contracts, delivery schedules, product approvals, and payments to ensure timely and accurate execution.
• Maintain vendor databases, monitor performance, and resolve issues related to orders, deliveries, and quality.
• Research and onboard new designer/vendor partners.

Administration & Reporting

• Maintain accurate project documentation, including contracts, correspondence, and change orders.
• Prepare department meeting agendas, calendars, and project summaries for internal and vendor review.
• Support process improvement initiatives to enhance efficiency and communication across teams.

What You Bring

• Post-secondary education in Project Management, Product Development, or a related design discipline.
• 3-5 years of experience in project coordination, preferably within a design or hospitality focused environment.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and Task/Project Management software.
• Experience coordinating FF&E or OS&E projects in hospitality, design, or architecture industries.
• Experience with design processes, specifications, and production timelines.
• Astute eye for luxury design and apparel.
• Understanding of global supply chain and logistics considerations.
• Embrace AI-powered tools to streamline workflows and efficient ways to bring ideas to fruition.
• Exceptional organizational, time management, and communication skills.
• Ability to manage multiple priorities under tight deadlines with a proactive, solution-oriented mindset.
• Collaborative team player with attention to detail and a passion for creative problem solving.

This role will be a Hybrid working model, which will require 3 days per week in the Four Seasons Corporate Office located at 1165 Leslie Street, Toronto, Ontario.

Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.