Studio Coordinator

Description

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Silent partners Studio is looking for an experienced and organized Studio Coordinator for our Montreal Studio. The Studio Coordinator supports the smooth daily operation of the studio by managing administrative workflows, HR-status upkeep, internal logistics, freelancer coordination, travel support, and office operations.

This role acts as an organizational anchor across production and studio operations, ensuring communication flows efficiently, resources are tracked, invoices and documentation are handled on time, and the studio environment remains clean, functional, and welcoming.

The Studio Coordinator maintains visibility across staffing, project logistics, and internal systems while supporting leadership with process continuity, coordination, and day-to-day operational needs.

Main responsibilities

Studio Operations

• Coordinate the day-to-day operations of the studio to ensure a clean, organized and efficient work environment.
• Manage office supplies, purchasing and vendor relationships.
• Coordinate maintenance, repairs, cleaning services and facility needs.
• Receive and distribute deliveries and shipments.
• Maintain shared spaces, meeting rooms, kitchen and hospitality supplies.
• Welcome guests, clients, freelancers and new team members.
• Manage shared administrative inboxes and general office communications.

Production (Resource & Workflow Coordination)

• Track and update artist and freelancer availability
• Review active traffic projects and ensure OOO / onsite entries are reflected in HR
• status
• Monitor freelancer contract expiration dates and communicate required renewals
• Assist with drafting SAs and freelancer onboarding
• Support project setup, including folders, communication channels, and systems
• Ensure team members have access to all required tools, files, and resources
• Support resource planning and invoice tracking in Asana
• Maintain visibility on staffing gaps, bandwidth issues, and upcoming needs.
• Support production teams with onsite travel logistics
• Review completed SAs and identify missing invoices in the Invoice Tracker
• Follow up with Production and Accounting on pending submissions

Cross-Department Support

• Act as an operational bridge between production, design, technical, operations, and leadership teams
• Assist leadership in refining team processes, templates, and documentation
• Support implementation and upkeep of internal workflow systems
• Coordinate Production Team meetings
• Draft and send the weekly studio memo in collaboration with the Communications Manager
• Support freelancer evaluation workflows
• Respond to spontaneous applications
• Update freelancer profiles in Asana
• Schedule and coordinate evaluation meetings
• Help surface blockers, missing information, or workflow bottlenecks early

Administrative & Systems Support

• Support verification of designers’ daily FP hour logging
• Keep the HR Status project in Asana clean and fully up to date
• Align executive calendars where relevant
• Add WFH tasks and flag inconsistencies
• Calculate employee recoup hours and update Time Off banks
• Support accounting reconciliation, invoice tracking, submission, and follow-ups
• Support onboarding and offboarding logistics
• Maintain freelancer, vendor, and supplier records
• Help organize SOPs, templates, trackers, and process documentation

Qualifications

• 2-4 years' experience in a project coordination and/or visual production position;
• Fluent written and spoken French and English;
• Mastery of the MS Office Suite (Word, Excel), the Mac ecosystem as well as Google Suite (Gmail, Google Sheet, Drive), Slack, Frame IO, Dropbox, Asana or other project management softwares.
• Knowledge of content production, video post-production and new media technologies and asset;
• Experience in team-building with internal resources as well as our external network;
• Demonstrated ability to run multiple tasks simultaneously, work under pressure, and as part of a team.
• Available to work outside regular office hours;
• Keen interest in stage arts, creative content conception, digital arts and new technologies.

Skills and experience

• Excellent organizational and management skills;
• Demonstrate positive leadership;
• Resourcefulness, autonomy with a strong capacity for learning;
• Ability to multitask and prioritize tasks effectively;
• Flexibility in the face of change;
• Highly organized and detail oriented;
• Strategic thinking to identify and solve problems
• Responsible and committed;
• Strong interpersonal skills to ensure collaboration with members of various teams and external suppliers
• Demonstrate ability to use discretion and make sound judgment
• Autonomous with the ability to work independently under general instructions
• Proactive, flexible, and dynamic with strong organizational skills
• Demonstrated ability to stay calm under pressure
• Understands and enjoys teamwork
• Excellent oral and written communication skills;
• Strong work ethic.

Working conditions

• On-site position
• Permanent full-time contract
• Group insurance coverage that includes a health and wellness account and a telemedicine service after 3 months
• Vacation eligibility from the first year of employment
• Creative, dynamic and fast paced work environment
• Casual dress code
• Daily snacks and beverages
• Start date: As soon as possible

Application deadline: Sunday, July 19th,