Department Coordinator
1 week ago
The department coordinator works directly with the Department Managers (DMs) to maintain and support the artists/staff within the departments; to provide administrative support to the DMs, Head of Resource and Head of Production Management; to liaise with production and other departments, while sharing and assisting with day-to-day task completion.
- This position can be held by someone working from either our Montreal or our Vancouver Office
**Key Responsibilities**:
- Working closely with the DMs to coordinate the appraisal process (high volume), for example: requesting, collecting, and compiling all feedback, organizing all related paperwork, scheduling appraisal meetings, etc
- Updating the databases (MyStore)
- Organizing and filing confidential documents, in addition to updating spreadsheets
- Dealing with confidential and sensitive information in an appropriate manner
- Coordinating the artists ‘demo-reel’ shot request process
- Support Seating & Moves process
- Support Immigration process
- Organizing meetings: taking notes, and setting up conference and video calls
- Facilitate the smooth running of meetings, ensuring the diaries of all participants are updated and meeting rooms booked; and that the rooms are properly set up (Log-in, open relevant files and media)
- Liaising with HR, Recruitment, Facilities, Finance, Systems, Desktop and VFX departments as required
- Other ad hoc special projects / administrative duties as may reasonably be required
- Diary management for the Department Managers, as required
**Essentials Skills**:
- Proficiency with MS Office including Word, Excel, and Powerpoint
- Excellent communication skills
- The ability to work well under pressure
- Reliable and responsible attitude
- Good organizational skills, including efficient time management
- Demonstrable ability to work under own initiative
- Discretion
**Desirable Skills**:
- Previous experience as a coordinator or similar role
- Some knowledge or understanding of visual effects or post-production is a plus
- Human Resources studies is a plus
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