FILM PERMIT COORDINATOR

Job Description

Toronto is home to more than 2.9 million people whose diversity and experiences make this great city Canada’s leading economic engine and one of the world’s most diverse and livable cities. As the fourth largest city in North America, Toronto is a global leader in technology, finance, film, music, culture, and innovation, and consistently places at the top of international rankings due to investments championed by its government, residents, and businesses. The Toronto Film, Television and Digital Media Office issues over 3,000 permits for more than 1,300 film, television and commercial projects each year. Join our team today as a Film Permit Coordinator and play a pivotal role in the coordinating and issuing of permits for film production.

Major Responsibilities

Performs specialized administrative tasks, including the preparation of documents, investigations, research, calculations and reconciliation of charges, control and co‑ordination of permits using FOPS (Film Office Permit System), and assesses charges and conducts financial transactions for meter charges, damage deposits, and staff charges.

Monitors the workload and incoming projects as a team, ensuring the smooth flow of work in the office, compliance with appropriate regulations, guidelines, statutes and local issues and the accuracy of the data entered into the system.

Identifies computer system needs and enhancements, liaises with Manager and IT support staff and / or consultants to ensure system upgrades.

Develops operational procedures, maintain manuals and assists in the training of new staff.

Ensures and checks the preparation and processing of documents in accordance with appropriate policies guidelines, by‑laws and legislation. Informs and guides film production staff regarding issues related to the Film Guidelines, Code of Conduct and City policies etc.

Represents the Toronto Film and Television Office and the City at confidential pre‑production meetings, production site meetings, and site visits with clients and staff of City, Agencies, Boards, and Commissions.

Responds to and resolves complaints and enquiries from the public and maintains a directory of issues and complaints identifying "hot spots" and implementing moratoriums and use restrictions.

Receives, clarifies needs and assesses requests for film permits to ascertain whether the request complies with City policy and guidelines. Collaboratively determines changes as needed and ensures the distribution of the requests to appropriate City officials, the public, Councillors and the police; issues / signs filming permits in accordance with Chapter 459 of the Toronto Municipal Code.

Resolves logistical problems regarding filming requests including speaking with the ward Councillor, civic officials, residents, business owners and police. Notifies the appropriate officials in the case of non‑compliance by Film Productions.

Attends on‑site location and community meetings. Conducts site visits to monitor the use and suitability of locations for filming.

Coordinates any required site preparation including utility upgrades and policing and clean‑up ensuring both readiness for filming and the return to the original condition.

Key Qualifications

Your application must describe your qualifications as they relate to : Post‑secondary education in Film or a related discipline or the approved equivalent combination of education and / or experience.

Extensive experience providing administrative / clerical support at a senior level, handling a broad range of administrative matters, including the preparing, editing, and formatting complex documents.

Considerable experience dealing with municipal by‑laws and provincial legislation relating to film or entertainment industries.

Considerable experience working with multiple internal and external stakeholders to coordinate permits and any street or sidewalk occupations.

Considerable experience processing invoices and working with financial systems.

You must also have

Ability to proficiently use a variety of computerized office systems including Microsoft Office applications (Word, Excel, and PowerPoint).

Ability to attend to detail, understand policies and procedures, and make recommendations to improve processes.

Ability to use sound judgement and handle confidential and sensitive issues while exercising discretion.

Ability to resolve contentious issues that demonstrates superior analytical, conflict resolution, interpersonal, and problem‑solving skills.

Ability to handle multiple tasks efficiently and meet deadlines through strong organizational skills.

Ability to work in a highly demanding work environment with many competing priorities and deadlines.

Excellent communication skills and ability to establish good working relationships with all stakeholders, the public, employees, client departments, outside agencies and politicians.

Knowledge of the Ontario Traffic Manual book 7 – temporary conditions and understanding of the operational demands of the film and television industry as well as knowledge of Toronto geography, street, and traffic patterns.

Ability to interpret by‑laws, City policy, and City guidelines towards the issuance of permits.

Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.

NOTE TO INTERNAL FULL‑TIME AND PART‑TIME CITY OF TORONTO EMPLOYEES

City of Toronto employees must apply to full‑time or part‑time employment opportunities posted on the City’s Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

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