Production Coordinator

3 weeks ago

Mississauga, Canada Van Valkenburg Communications Full time

**PURPOSE**

We are seeking a dedicated Production Coordinator to join our dynamic team at VVC. As a key player in project management and sales support, you will be at the heart of ensuring the success of our live webcast productions, in-person/hybrid events, and sales initiatives. Your primary focus will be on quality control, efficient organization, and seamless client communications.

Reporting directly to the Web Production Manager, your strong organizational skills and adaptability will be pivotal in this role. As a liaison between the sales representatives, clients, and production staff, you will play a critical role in coordinating all aspects of the events, aiming to optimize processes, enhance communication, and deliver an exceptional client experience.

While this position offers remote work flexibility, it is important to note that regular communication during business hours is essential for successful collaboration. Your dedication and passion for event coordination will contribute to the overall success of our projects and enhance our clients' satisfaction.

Please be aware that due to the nature of event scheduling, some work may occur outside of normal business hours. As a Production Coordinator, your commitment to ensuring the smooth execution of events may require occasional availability during evenings or weekends. Rest assured that we value work-life balance and will strive to accommodate such instances appropriately. Your flexibility in this regard will contribute significantly to the overall success of our productions and client satisfaction.

**WHO WE ARE**

Van Valkenburg Communications (VVC) is a company with a rich history that began in 1976, founded by Burke Van Valkenburg Sr. Initially leveraging his interest in electronics and sound systems, the company provided voice clips of party leaders to radio stations during election campaigns, pioneering the use of electronic press kits.

Over the years, VVC has evolved and grown with the broadcast industry, offering innovative solutions using cutting-edge technology. The company has been instrumental in various significant events, including the staging of the media centers for Pope John Paul II's visit to Toronto and webcasting our client’s events since the early 2000’s. In recent times, VVC has adapted to the challenges of the global pandemic by providing virtual events and launching our own webcasting platform.

Our mission remains focused on delivering innovative services to help clients tell their stories, reflecting a commitment to growth, innovation, and customer service.

**REQUIREMENTS**
- Prior experience in event coordination, project management, or sales support roles is highly advantageous.
- Strong organizational abilities to manage multiple tasks, deadlines, and priorities effectively.
- Excellent verbal and written communication skills, with the ability to liaise efficiently between sales representatives, clients, and production staff.
- Demonstrated flexibility and adaptability in a fast-paced, dynamic environment, particularly in response to changing event schedules or client requirements.
- Keen eye for detail to ensure quality control and seamless event execution, as well as an ability to think critically and handle unforeseen challenges with composure and creativity.
- Proficiency in using various software and tools related to project management, communication, and webcast productions.
- Proactive approach to identifying challenges and finding practical solutions to enhance processes and client experiences.
- Ability to work collaboratively as part of a team and also function independently with mínimal supervision.
- Familiarity with live webcast productions, in-person/hybrid events, and sales support is advantageous.
- Efficient time management skills to prioritize tasks and meet deadlines effectively.
- A customer-centric mindset, striving to deliver outstanding client experiences and maintaining strong client relationships.
- Willingness to work outside of regular business hours based on event schedules and requirements.
- Proactive and self-motivated to take the lead and contribute to the overall success of the projects.
- Demonstrated professionalism, integrity, and the ability to represent the company positively in client interactions.

**DUTIES (Process Flow)**
- Act as the main point of contact between clients and the web production team, managing requirements and communication.
- Guide clients in navigating virtual platforms to ensure confidence and smooth usage.
- Configure and set up new events in our virtual web platform(s) and conduct regular testing for quality assurance.
- Monitor virtual productions and promptly address client inquiries through the help desk.
- Coordinate Zoom/video meetings for tech-checks, rehearsals, and events.
- Maintain an updated CRM platform with client communication and meeting notes.
- Manage digital asset backups, ensuring an organized data repository.
- Assist the sale

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