Event Supply Specialist

The Supply Specialist – Events at Planned is responsible for ensuring every new event request receives an initial rate and availability (R&A) within 2 business hours, based on the business hours of the event location.

This is a fast-paced, highly proactive sourcing role. Your main responsibility will be to quickly identify and contact the best-fit suppliers for each event brief, secure availability and competitive pricing, and communicate an initial R&A back to the client within our service-level target.

You will act as the first point of contact with venues and suppliers, using phone, email, and other communication channels to get answers quickly and strategically.

What You’ll Do

• Own the initial sourcing process for newly created events.
• Review event briefs and quickly identify the strongest supplier options.
• Proactively contact venues and suppliers by phone and email to confirm availability and rates.
• Deliver an initial rate and availability within 2 business hours of event creation.
• Negotiate with suppliers to secure the best possible rates and terms.
• Prioritize outreach strategically based on event needs, location, budget, and likelihood of conversion.
• Maintain a high volume of outbound supplier communication and follow-ups.
• Accurately document supplier responses, pricing, availability, and key conditions in the Planned platform.
• Collaborate with Event Managers and the broader Supply team when more complex sourcing or negotiation is required.
• Build strong supplier relationships while maintaining speed and a high standard of communication.

What We’re Looking For

This role is ideal for someone with a high-energy SDR, inside sales, call center, reservations, hospitality sales, or high-volume customer service background.

You are:

• Extremely comfortable picking up the phone and making a high volume of outbound calls.
• Fast, resourceful, and comfortable working against clear response-time targets.
• Persuasive and confident when negotiating pricing and terms.
• Highly organized and able to manage multiple requests simultaneously.
• Strong at quickly understanding a brief and identifying the right suppliers to contact.
• Comfortable working in an operational environment where speed, accuracy, and responsiveness matter.
• Fluent in English; additional languages are an asset.

Schedule

This role will be based in our Montreal office and will support events across different time zones.

We are specifically looking to build coverage for:

• EMEA business hours
• PST / West Coast business hours

The working schedule will therefore be aligned with one of these regions and may fall outside traditional Montreal 9–5 hours.

Success in This Role

Success will be measured primarily through:

• % of events receiving initial R&A within the 2-business-hour SLA
• Speed of first supplier outreach
• Supplier response and confirmation rate
• Quality and competitiveness of rates secured
• Accuracy of information communicated and documented
• Overall sourcing volume and productivity

What We Offer

• Culture of high performance, strong talent density and in-person collaboration
• Unlimited PTO
• Competitive base pay
• All the tools and gear you need to be successful (Macbook, screens, mouse, keyboard, ChatGPT, etc.)
• Health, dental, vision insurance
• Bus pass subsidy or indoor parking
• Stocked up snacks & lunches in office 2x per week
• Dog-friendly office
• Relocation support, if needed

Not sure you meet all the role requirements, but have a passion for Planned and are eager to help build a great product? Apply today and let us know how you would be a great fit!