Production Coordinator

4 weeks ago

Toronto, Ontario, Canada National Film Board of Canada Full time
Job Summary

We are seeking a highly organized and detail-oriented Production Coordinator to support the studio administration and production activities of the National Film Board of Canada. The successful candidate will be responsible for preparing and coordinating all aspects of the studio's projects and activities, including preparing, maintaining, updating and verifying the accuracy of key creative, crew and service-provider contracts, invoices and expense claims associated with studio projects.

Key Responsibilities
  • Actively monitor financial commitments (including revenue and expenditures) and enter data in financial system.
  • Produce purchase orders, make delivery calls and follow up on them, as well as billing related to the payment stages of contracts, agreements and rentals.
  • Coordinate and monitor all travel preparations, including transportation, accommodation, vehicles, excess-baggage tickets, advances on travel expense accounts and claims for production team.
  • Plan and coordinate equipment shipment requirements for shooting and hard disk logistics as required.
  • Prepare and draft, within NFB guidelines, contracts with ACTRA, UDA, WGC, DGC, CFM, SPACQ and AQTIS (signatures, timesheets, payments, activity reports), as well as contracts for personal services and temporary employment contracts (TEAs).
  • Assist production team in preparation of Investigate, Development and Production budgets.
  • Responsible for rights files; prepares, files and follows up on participant, location and material release documents, music and visual contracts and licences to sign and pay for, audio and textual archive records, and any other relevant documents.
  • Coordinate the studio's projects in the post-production phase; ensures follow-up with technical services, marketing and other NFB departments on all aspects of post-production, including preparing the credits, requests for subtitles, identification cards, transcripts, hearing-impaired encodings, etc., and verifies these.
  • Follow best practices while completing the project: cleans the digital production files, downloads the final credits, transfers the transcripts into Synchrone.
  • Administers the studio's equipment, inventory and loans, if applicable.
  • Responsible for office purchasing, preparation and follow-up of payment methods to suppliers; coordinates shipping and receiving of internal and external office mail, develops and maintains an administrative record filing system, including archiving, if applicable.
Requirements
  • College diploma in an appropriate discipline, such as administration, or office technology studies;
  • A minimum of three (3) years' experience in a similar position, or an equivalent combination of education and experience;
  • Knowledge of artistic, editorial, technical and administrative activities associated with the production of a documentary film, interactive work or animated film;
  • Good knowledge of and ability to provide recommendations on the application of Scale Agreements with artists' unions;
  • Proficiency in Word, Excel, Outlook, PowerPoint and Smartsheet;
  • Good knowledge of basic accounting principles and computerized financial systems (i.e., Purchase Order/Project Accounting/Accounts Payable modules).
  • Fluent in English, both orally and in writing. French would be considered an asset
Personal Qualities
  • Strong sense of priorities, ability to work under pressure, autonomy, organizational skills, attention to detail, judgement and initiative;
  • Excellent interpersonal skills and collaborative spirit;
  • Flexibility in managing frequent and unforeseeable changes and ability to work on multiple projects simultaneously and meet deadlines.

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