Production Coordinator (Flex)

SUMMARY OF DUTIES

Supports studio administration and production activities. Prepares and coordinates all aspects of the studio’s projects and activities : prepares, maintains, updates and verifies accuracy of key creative, crew and service-provider contracts, invoices and expense claims associated with studio projects, in accordance with NFB standards.

Liaises with NFB producers and is key contact with external creators to collect, track and coordinate distribution of necessary documentation, information and materials.

MAJOR RESPONSIBILITIES

• Actively monitors financial commitments (including revenue and expenditures) and enters data in financial system.
• Produces purchase orders, makes delivery calls and follows up on them, as well as billing related to the payment stages of contracts, agreements and rentals.
• Coordinates and monitors all travel preparations, including transportation, accommodation, vehicles, excess-baggage tickets, advances on travel expense accounts and claims for production team.
• Plans and coordinates equipment shipment requirements for shooting and hard disk logistics as required.
• Prepares and drafts, within NFB guidelines, contracts with ACTRA, UDA, WGC, DGC, CFM, SPACQ and AQTIS (signatures, timesheets, payments, activity reports), as well as contracts for personal services and temporary employment contracts (TEAs).
• Assists production team in preparation of Investigate, Development and Production budgets.
• Responsible for rights files; prepares, files and follows up on participant, location and material release documents, music and visual contracts and licences to sign and pay for, audio and textual archive records, and any other relevant documents.
• Coordinates the studio’s projects in the post-production phase; ensures follow-up with technical services, marketing and other NFB departments on all aspects of post-production, including preparing the credits, requests for subtitles, identification cards, transcripts, hearing-impaired encodings, etc., and verifies these.
• Follows best practices while completing the project : cleans the digital production files, downloads the final credits, transfers the transcripts into Synchrone.
• Administers the studio’s equipment, inventory and loans, if applicable.
• Responsible for office purchasing, preparation and follow-up of payment methods to suppliers; coordinates shipping and receiving of internal and external office mail, develops and maintains an administrative record filing system, including archiving, if applicable.

REQUIRED QUALIFICATIONS

• College diploma in an appropriate discipline, such as administration, or office technology studies;
• A minimum of three (3) years’ experience in a similar position, or an equivalent combination of education and experience;
• Knowledge of artistic, editorial, technical and administrative activities associated with the production of a documentary film, interactive work or animated film;
• Good knowledge of and ability to provide recommendations on the application of Scale Agreements with artists’ unions;
• Proficiency in Word, Excel, Outlook, PowerPoint and Smartsheet;
• Good knowledge of basic accounting principles and computerized financial systems (i.e., Purchase Order / Project Accounting / Accounts Payable modules).
• Fluent in English, both orally and in writing. French would be considered an asset

PERSONAL QUALITIES

• Strong sense of priorities, ability to work under pressure, autonomy, organizational skills, attention to detail, judgement and initiative;
• Excellent interpersonal skills and collaborative spirit;
• Flexibility in managing frequent and unforeseeable changes and ability to work on multiple projects simultaneously and meet deadlines.
30+ days ago