Production Coordinator

Harbourfront centre


Application Deadline: May 24, 2022

Harbourfront Centre is a leader in providing internationally renowned artistic, educational and recreational programming across a beautiful 10-acre campus at the heart of Toronto’s waterfront. For more than 45 years, Harbourfront Centre has celebrated the best in Canadian culture and the rich mosaic of cultures from around the world, presenting thousands of events annually from music festivals to contemporary dance, to craft and design, to visual arts and more. Welcoming visitors year-round, there is something for everyone at Harbourfront Centre!

Habourfront Centre is currently looking for a full time Production Coordinator who will be responsible for coordinating and overseeing the planning and execution of production activities for events and sponsorship activations at the Harbourfront Centre main building and outdoor venues.

ROLE STATEMENT

Position Title: Production Coordinator

Department: Production

Reporting to: Senior Manager, Production

Supervises: Assistant Production Coordinators, Technicians

Type of Employment: Full Time

Summary of Function:
The Production Coordinator will analyze and evaluate the need for production (both technical and non-technical) support for assigned events and festivals; including production schedule and cost estimates; plan, develop, schedule and provide all necessary deliverables required for an event; communicate effectively both orally and in writing; coordinate event staff to ensure the facilitation of all aspects of the venue, and supervise assistant production coordinators. Establish and maintain effective working relationships with representatives of various groups, vendors, and co-workers.

DUTIES

Interface with Harbourfront Centre staff, programming partners, sponsors and clients to assess needs, answer questions, assist with unique circumstances and develop new solutions.

Attend planning, programming, partner and client meetings to exchange information and ideas.

Advance and coordinate all technical production requirements for outdoor theatres and Artport venues for assigned events.

Oversee the execution of all production related aspects of assigned events.

Create production schedules and provide cost estimates in advance of events.

Create packages of event information for the various service departments and the Production staff (technicians and Assistant Production Coordinators) to facilitate the execution of an event.

Arrange for the rental of equipment, as required.

Participate in the evaluation of festivals, events and performances, making recommendations and implementing procedural changes.

Participate in regular department meetings and follow through on production management action items.

Coordinate the production activities during assigned events including prioritizing and organizing work flow; responding to problems, and ensuring safety procedures are followed.

Supervise the activities of part-time Assistant Production Coordinator staff including participating in training, providing assistance, and providing individual performance feedback to the Senior Manager of Production. Supervise and assist with the execution of assigned events.

Act as a resource and coordinate with various service departments including, Technical Services, Security, Property, Operations, Front of House, Hospitality and Box Office during the execution of assigned events.

Obtain competitive quotes from external vendors and evaluate quotes for accuracy.

Complete show and event settlements in a timely manner for remittance and invoicing by the Planning administration. Reconcile all event expenses and submit invoices and expense reports to the Production & Administrative Coordinator.

Ensure all assigned events, staffing, production schedules and other related functions are captured in Harbourfront Centre’s event management systems Artifax and Visio.

Make recommendations to the Production department Artifax power user regarding Artifax procedures and documents.

Orientate clients and visiting productions to safety, technical characteristics and other areas of facility operations; facilitate the use of the services by the resident company and others engaged by or renting the facility.

Skills and Requirements

Three to five years demonstrated experience in technical/production in theatre, dance, music, festival management, corporate events, and installations.

Working knowledge of techniques, methods and procedures of theatre, dance, and music productions and presentations including stage, set, sound and lighting design and implementation; stage management; patron services; appropriate safety precautions and procedures.

Strong passion for the arts and client engagement.

Computer proficiency in Word, Excel, and PowerPoint.

Previous experience with event management and CRM databases an asset.

Computer proficiency in the following programs is considered an asset: Microsoft Visio, Artifax and

Highly effective communication, presentation, interpersonal and relationship building skills required in working with individuals at all levels of the organization, arts and cultural partners, and rental clients; and fostering open and honest relationships and communication, respecting confidentiality.

Collaborates, seeking and celebrating the contribution of others.

Work schedule varies, working weekdays, evenings, weekends, holidays and/or irregular hours and overtime.

Intense period of time requiring weekend work is the summer festival season May to October.

Results oriented and proactive, with the ability to multitask, prioritize and work independently.

Uphold the highest ethical standards and a pursuit of excellence and innovation.

Experience in the not-for-profit sector and corporate event management is an asset

Knowledge of Canada’s art community is an asset

Current Province of Ontario driver’s license or evidence of equivalent mobility is an asset

Understanding of WHMIS and AODA is an asset

Smart Serve certification and fall arrest certification is an asset

Must be legally eligible to work in Canada. All international applicants must have a valid employment Visa authorizing their ability to work in Canada on a full-time, ongoing basis. This role is based in Toronto.

Harbourfront Centre recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of full COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.

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Our Values

Open

We’re friendly, welcoming and inclusive, with an experimental attitude that thrives on collaboration.

Brave

To achieve our bold ambition we empower and support imaginative risk and we always try to learn from our mistakes.

Rigorous

We are committed to excellence in all we do, ensuring every visitor encounter is safe, memorable and enriching.

Kind

We value and respect each other and all our visitors, celebrating difference and striving to realise potential.

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Acceptable applications must include a current resume and a cover letter, indicating why you wish to join the team, how you would meet the criteria for this key position, your salary expectation and specifying if you are applying for full time or contract position.

Harbourfront is committed to diversity and inclusiveness. We encourage qualified candidates from all backgrounds to apply by contacting [email protected] by no later than May 24, 2022. Please quote Production Coordinator in the subject line of your application.

We thank all applicants for their interest, however, only those being considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process.

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