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Logistics Coordinator

3 months ago

Calgary, Alberta, Canada Calgary International Film Festival Full time
Job Summary


We are excited to announce that we are gearing up for our 23rd annual Calgary International Film Festival, and are looking forward to welcoming a Logistics Coordinator to our ranks.


The logistics Coordinator is the Technical Manager's main collaborator in crafting a smooth festival experience for staff and the audience.

They are responsible for maintaining production schedules, the movement and setup of materials and equipment, assisting with off-screen technical requirements, and general production support in support of all departments.


Working closely with the Guest Relations Coordinator, the Logistics Coordinator is responsible for managing all logistics surrounding events, venues, and activations taking place as part of CIFF 2023.

They are responsible the utilization and scheduling of rented production vehicles, and the transport, tracking and setup/strike of all festival materials and displays.

Additionally provides support to the Technical Coordinator and Technical Manager as needed. The primary driver for small errands using their own vehicle.

PRIMARY RESPONSIBILITIES

  • Transport:
  • Coordinate the rental, pick up and return of vehicles from/to rental company
  • Ensure secure overnight parking of fleet vehicles, and for other times when not in use
  • Coordinate the refuelling of rental vehicles
  • Work proactively with all departments to anticipate all transportation needs (materials) in advance of the festival
  • Coordinate the transportation of all materials and equipment on behalf of all departments
  • Be oncall to field any additional last minute transportation requests that may arise from any department from time to time
  • Distribution and tracking of materials
  • Implement a packing system (itemized inventory and packing lists, sign in/out protocols, etc.) to ensure adequate location tracking of all festival materials and prevent lost/missing items
  • Ensure that all equipment and materials are returned to the Festival office (if owned) or to source (if rented/borrowed) at the end of the festival
  • Ensure that all recyclable materials, such as extra schedules, are recycled at the end of the festival
  • Setups & strikes:
  • Participate handson in setups and strikes of materials, signage and displays (incl.
, red carpets & step-and-repeats) in support of all departments, before, during and after the festival, including:

  • Promotional events & media conferences
  • Festival Box Office
  • Guest Relations welcome station
  • Galas and special events
  • Red carpets and stepandrepeats
  • Festivalscape performances
  • Special Experiences
  • Manage a team of volunteers to assist with setups and strikes
  • Contribute to postmortem process and meetings for team as required
  • Provide detailed post mortem notes and archived files (hard and electronic) relevant to the position and the work accomplished following the festival

QUALIFICATIONS

Must Haves:

  • Outstanding collaborator and team player
  • Strong computer skills, comfortable learning new programs
  • Process & detail oriented
  • Strong sense of professionalism
  • Excellent oral and written communication skills
  • Ability to participate 'hands on' in set ups and strikes, such as lifting and pushing objects of up to 50 lbs
  • Experience coordinating vendors, rentals, permitting
  • Ability to work calmly and excel under tight deadlines
  • An excellent demeanour when managing volunteers

Assets:

  • Excellent working knowledge of A/V and lighting equipment including PA systems, mixers, microphones, DJ gear, lights, etc.
  • Stage management experience
  • Experience scheduling, training and/or managing staff
  • Valid driver's license, able to provide a clean driver's abstract, and qualified to drive a rental vehicle
  • Approximate Work Hours:
An approximation of hours per week is below, dependent on operational needs and business flow. It is understood that shift work, weekend work, and work on statutory holidays will be required.
-
September 1-21 6 hours a week (to participate in training and onboarding)
-
September 21-October 1 65 hours
-
October 2-15 3 hours for post mortem

During the interview, we'll be looking for the following:

  • A clear understanding of your comfort with computers and learning new systems
  • Verbal communication skills, and examples of your capacity to communicate under pressure
  • Examples of your capacity to manage multiple responsibilities under time pressure

Why CIFF:

  • Excellent opportunity to build experience and contacts within the Arts community
  • Attendance to screenings for free
  • Competitive Wages
  • A group of team members committed to building a unique and memorable festival experience for new and seasoned patrons alike

To Apply:
Simply upload your cover letter and resume (in one document). We'll be contacting everyone who applies to let them know their resume has been received. The Hiring Manager will reach out to those they deem most qualified to begin the interview process. We thank everyone