About the job

POSITION’S OBJECTIVE

The Studio/Business Development Coordinator is responsible for accommodating the internal and external clients and employees, as well as to maintain an efficient and comfortable office environment. He/she ensures the reception of all calls, clients, and new business leads. Besides the responsibilities of reception, the Studio/Business Development Coordinator assists the LA Office Director/Producer, the Creative Director, and the project team(s) in various tasks. He/she establishes clear and daily communication with the HQ, based in Montreal, Canada and inputs business lead information into our central database on a daily basis. In collaboration with the LA Office Director/Producer and/or Project Manager, the Studio/Business Development Coordinator must support the creation and production processes by mobilizing various resources while continuing as a strong liaison between all the team members and clients.

FUNCTIONS AND RESPONSIBILITIES

RESPONSIBLE OF THE OVERALL STUDIO COORDINATION:
Handle incoming calls, greet visitors, and clients in the studio;
Prepare, coordinate, and sign for all packages/mail, including the services of express courier and mailing post;
Make/coordinate business reservations for internal team members;
Manage inventory and purchase office supplies with suppliers as needed;
Ensure the functioning of fax, printers, copiers, etc. and coordinate the repair and maintenance;
Supervise and manage the work of the person(s) in charge of equipment maintenance and custodial work;
Assist the company with various administrative tasks: correction, translation, file archiving, note taking at meetings, updating guides and many other documents;
Manage and update subcontractor list and vet potential freelance hires for the LA Office Director/Producer and Creative Director;
Prepare workstations as needed for incoming freelancers;
Manage Production Assistants to ensure they are properly tasked;
Daily upkeep of new business leads and entry of lead information on a daily basis;
Manage the calendars related to the LA Office as well as the LA Office Director/Producer, and Creative Director;
Prepare video conferences, presentations, clients meetings, and printing of any presentations needed;

IN COLLABORATION WITH THE LA OFFICE DIRECTOR/PRODUCER:
Prepare service proposals and presentations to clients;
Act as main contact point among assigned team members;
Serve as a Point of Contact for LA Office Director/Producer and Creative Director
Control quality of all documents produced and sent from the LA Office (i.e. has to proofread, revise and correct);
According to instructions provided by LA Office Director/Producer, identify internal/external resources and search/identify best suppliers for the production of the project;
Attend after hour business development and market events with the LA Office Director/Producer and Creative Director, as needed.

IN COLLABORATION WITH THE PROJECT MANAGER AND/OR THE PRODUCER:
Complete documentation required at the beginning of the project;
Prepare calendar of projects and share with team members;
Prepare contracts for freelancers and subcontractors from our company templates;
Control and manage activities linked to the project and follow-up with resources, subcontractors and suppliers;
In collaboration with the Multimedia Directors and Media Archivist, ensure digital filing as per our company’s requirements including maintenance, updating, and monthly file transfers to HQ;
Lead project coordination meetings including post mortem and ensure efficient distribution of work in order to respect the hours allocated to a project.

POSITION EXPECTATIONS & REQUIRED QUALITIES
BA or equivalent education from a nonprofit, accredited school of higher education in film/media studies and/or production, communication, or management;
2 to 3 years of work experience as a studio coordinator, project coordinator, or equivalent in the field of film/media production, audio/visual post-production, architecture, event or other pertinent field;
Advanced proficiency in English both written and spoken — knowledge of French, a major bonus; Spanish, Japanese, and/or Mandarin languages are a plus;
Proficiency in Google Suite (Docs, Calendar, Sheets, etc.) and MS Office (Word, Excel, Outlook, etc)
Proficiency in Apple OS;
Familiarity with Adobe Creative Suite