Coordinator, Design Services - OS&E

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.

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.

What You’ll Be Doing:

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 maintain 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 #LI-Hybrid

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.