Filming and Events Officer

Main Purpose and Function

This position provides the primary customer service in the branch responsible for the permitting of City of Vancouver streets, sidewalks and public spaces for use by film production companies and special events (including sport events). This is a fast paced public-facing position and the officer’s conduct and decisions can directly affect the City’s local and international reputation and economic vibrancy. The work of the officer is highly specialized as it requires detailed knowledge of the film and special event industries. The officer is responsible for ensuring that client service is responsive, timely, and accurate. The officer must also ensure that the permitted activities are done in compliance with bylaw, guidelines and policy and in a manner that is sensitive to the diverse and often competing interests of multiple external stakeholder groups. The officer is often called upon to settle conflicts, mitigate identified risk and resolve complaints.

Specific Duties/Responsibilities

• Reviews, assesses and expedites film and event applications; address, mitigate and communicate potential opportunities, conflicts and/or risks related to the planned activity
• Identifies potential disruptions and risks to the public and the environment; ensures approval requirements are met; and issues requests for required action
• Acts as the key contact and service facilitator for film and special event clients
• Receives and disseminates information received regarding Charter Rights activities taking place on City streets and other assets
• Explains applicable guidelines, regulations, bylaws and/or policies to ensure compliance of City regulations and by-laws
• Conducts location checks (filming), reviews event site plans (events); reviews, comments and contributes to the development and approval of client’s traffic management and/or safety plans
• Facilitates and, at times, administrates the use of city services; connects clients with other relevant permitting branches and/or authorities pertinent to the proposed filming or event and working with those branches and/or authorities to facilitate client’s compliance and success
• Arranges, attends and presents at client and/or stakeholder meetings
• Requests and/or reviews neighborhood polling results
• Reviews and writing letters of notification and/or approval
• Writes accurate temporary occupancy and/or work requests and submitting to appropriate department; writing and supplying clients with accurate, complete film and special events permits
• Manages deposit schedules and provides estimates; enters and manages information in database and branch calendar
• Acts as first contact in complaint and/or conflict resolution before, during and after filming or event
• Conducts post-activity review, analysis and providing recommendations for improvement to client and branch management
• Manages financial records, completing forms, maintaining organized project files/records, and closing project files
• Contributes to operational innovation through constructive recommendations regarding branch process, procedure and policy
• Shares expertise with, mentor, educate and/or advise organizers of emerging events, inexperienced film crew, student film makers and other municipal jurisdictions’ film and event staff; participate in presentations and/or workshops with film and event personnel as subject matter expert
• Other duties as required

Minimum Qualification Requirements

Education and Experience:

• Completion of a diploma in a related discipline plus sound related experience, or an equivalent combination of training and experience
• Background in customer service, event management, film location management, and/or traffic management is an asset

Knowledge, Skills and Abilities:

• Considerable knowledge of the principles, methods and techniques related to the work performed
• Sound knowledge of the guidelines, policies, procedures and rules/regulations regarding filming and special event permits, Engineering Services, Street Vending Bylaws and Street and Traffic By-laws
• Sound knowledge of the programs, activities, requirements and objectives related to the work performed
• Sound knowledge of Microsoft Office, database applications and VanMap is required
• Sound knowledge of City and provincial traffic management, liquor licensing, food handling, active transportation and risk management principles; and an understanding of the competing needs for use of public space while incorporating the input from stakeholders such as Vancouver Police Department, Vancouver Fire and Rescue Services, British Columbia Ambulance Service, BC Transit Authority and its sub agencies, and Vancouver Coastal Health
• Excellent oral and written communication skills, including the ability to write and/or proofread notification letters
• Exceptional ability to prioritize; excellent organizational skills
• Ability to adapt to change in an ever fluctuating film and event environment
• Ability to manage tight deadlines on multiple projects in a very fast paced environment
• Ability to establish and maintain effective working relationships with a variety of internal and external contacts
• Ability to assess and respond to the requirements of event organizers and filming representatives according to established guidelines and to recommend exceptions to policy within defined limits
• Ability to identify potential risks and disruptions, coordinate appropriate municipal support and ensure compliance with policies
• Ability to respond to complaints from the public and various interest groups and to resolve conflicts
• Ability to effectively facilitate resolutions between various stakeholders
• Ability to work independently and as part of a team, to co-operate with officials, interest groups, and the public
• Ability to perform detailed, accurate work while applying sound professional techniques and judgment, including analyzing, summarizing and presenting data
• Ability to take initiative and perform duties with minimal instruction; sincere commitment to a healthy, productive workplace through mutual cooperation with and consideration of co-workers
• Ability to work overtime and/or weekends with notice
• Ability to meet transportation requirements