Project Coordinator

3 weeks ago

Montréal, Canada Float4 Full time

Under the supervision of the Executive Producer and Producer, the Project Coordinator is a key member of the project management team and is instrumental in managing all aspects of Float4’s multimedia projects, from communication with the client, to monitoring expenses, to overseeing set up in singular physical spaces. She / He works in collaboration with the Producers and Project Managers, assisting in production logistics and coordinating deliverables.

**General Responsibilities**:
**Admin-related Tasks**
- Maintain and update various project management and “cross-department” reporting tools
- Tracking client invoicing and supplier payments in collaboration with the Accounting team
- Assist Producers with the planning and implementation of “cross-departmental” projects
- Monitor and update the filing of suppliers and freelancers pool on a regular basis

**Project-related Tasks**
- Assist the Producers with all project-related requirements
- Update production tools that will facilitate project management and delivery
- Create, maintain and monitor project schedules for projects on which you are assigned
- Responsible for booking project meetings and producing agendas and summaries
- Track budgets under the Producer’s supervision
- Support Producer in task assignment to teams (creatives, developers, technical, etc.) and track the hours allocated to the project
- Seek out suppliers, issue POs, purchase equipment
- Responsible for project folder and filing upkeep
- Coordinate logístical arrangements: booking flights and coordinating team travel as well as physical shipments
- Liaise with subcontractors regarding project content meetings and / or regarding scheduling and payment
- Liaise with client when required by the Producer
- Maintain oversight on project filing best practices with the different departments
- Execute the project’s archival at the end of the project

**Other Considerations**:

- Occasional travel required
- Other duties as assigned

**Required Qualifications**:

- Degree in project management administration or related field
- Minimum of 2 years of experience in project coordination (or other relevant experience)
- Very good knowledge of MS Office suite and specifically Excel
- Good knowledge of Google Workspace, Asana (or similar Project Management Tools) and Slack

**Required Skills**:

- Organizational skills, team spirit and ability to cope with tight deadlines
- Excellent communication skills and able to adapt to various audiences
- Initiative, resourcefulness and autonomy
- Rigor, consistency, discretion and diplomacy
- Languages: fluent in French and good to excellent proficiency in English (oral and written)
- Float4 considers diversity as a critical asset and invites women, Aboriginals, visible minorities, ethnic minorities and people with disabilities to apply._

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