Office Coordinator

October 17, 2025

Office Coordinator

POSITION NUMBER:

POSITION STATUS: Temporary 12 months, Full-Time

DIVISION: Programming – Creation, Distribution & Marketing

DEPARTMENT: Central Documentary Unit

SALARY RANGE: 5 – $55,532 to $67,536 (under review)

UNION CATEGORY: CUPE

FLEXIBILITY PROFILE: On-Site

LOCATION: Toronto

Are you passionate about great storytelling, about exploring the issues that matter, about pushing the boundaries in new audiovisual experiences? So are we. As Canada's public producer and distributor, the National Film Board has been telling the country's stories and pioneering breakthroughs in virtually every field of audiovisual content since 1939. But to do this, we need a team that truly reflects the richness and diversity of Canada. If you'd like to be a part of this team—and part of the NFB's incredible legacy—we'd love to hear from you.

SUMMARY OF DUTIES

The Office Coordinator supports the smooth day-to-day operations of the NFB's offices and provides assistance to all departments on-site. The role encompasses office coordination, interdepartmental communications, administrative and logistical support, project-submission logistics, health and safety, accessibility accommodations and first-line IT support. The incumbent acts as a central point of contact to ensure consistency, efficiency and collaboration across units and locations.

MAIN RESPONSIBILITIES

All departments in location:

• Ensures that workspaces are organized, functional, safe and adequately resourced to meet the needs of all departments on-site.
• Acts as the primary contact point for office-related needs across units, liaising with landlords, staff, freelancers and external vendors to ensure smooth operations.
• Maintains shared spaces, including kitchens and common areas, and manages mail, plants and office supplies.
• Ensures smooth front-of-office operations, including visitor reception, doorbell response and key-card distribution.
• Assists with health and safety procedures, including acting as Fire Warden, Lockdown Lead and First Aid Officer.
• Helps to coordinate accessibility accommodations in office spaces and events.
• Provides first-level IT support, especially for Office 365 applications (Outlook, SharePoint, Teams, etc.).
• Conducts regular visits to the secondary office (every 2 months) to ensure consistency of standards and operations.

Production Unit

• Manages the general inbox of the production unit and handles filmmaker communications for events and engagements.
• Coordinates and tracks project submissions; schedules submission meetings and supports communication of outcomes.
• Provides general administrative support (travel bookings, expense processing, purchase orders, vendor relations) to ensure efficient operations across the offices.
• Supports the Executive Producer through calendar management, meeting organization, SharePoint maintenance and internal reporting.

Distribution, Marketing & Commmunications Team

• Assists with event logistics such as set-up, guest lists, RSVPs, ticketing and on-site support.
• Coordinates shipping, ordering and inventory of promotional materials, signage and event supplies.
• Processes purchase orders and expenses to support campaigns and events.
• Provides reporting and data tracking (audience metrics, event participation, campaign outcomes) for the Director, Audience Engagement & Education.
• Supports communications flow by scheduling team meetings, preparing briefing materials and maintaining shared project calendars.
• Provides support for press and partner relations by preparing and distributing media kits and accreditation lists.
• Acts as point of contact for internal teams to troubleshoot last-minute needs during launches, festivals and education events.

REQUIRED TRAINING, KNOWLEDGE AND EXPERIENCE

• College diploma in administration, office management or related field;
• Minimum of three (3) years of experience in a similar position, or equivalent combination of training and experience;
• Experience managing physical office spaces and acting as liaison with landlords and vendors;
• Ability to lift and move heavy objects while following safety rules for their handling and transport;
• Ability and willingness to travel to a secondary office on a monthly basis;
• Proficiency in Microsoft Office 365 (Outlook, Excel, Word, SharePoint, Teams);
• Experience supporting project-based or creative teams considered an asset.

SKILLS REQUIRED

• Initiative, autonomy, strongly oriented toward customer service and collaboration;
• Attention to detail, ability to prioritize simultaneous requests, and a sense of responsibility;
• Ability to establish good interpersonal relationships, to be effective in professional interactions.

Qualified candidates who are interested in this position are invited to submit their application online, via the web page Work at the NFB,
by
October 31, 2025.

The NFB is committed to building a skilled, diverse workforce that's reflective of Canadian society. It promotes initiatives such as employment equity and encourages candidates to voluntarily indicate in their cover letter if they are a woman, a member of a First Nations group, Inuk, Métis, a person with a disability, or a member of a visible-minority group.

The NFB is also committed to developing inclusive, barrier-free selection processes and work environments. Feel free to advise us of any accommodation needs.

Please note that only applicants selected for an interview will be contacted.