Casting Production Coordinator

Ubisoft; Montreal; On-site; CAD 50,000 - 70,000; Part time

Job summary

A leading video game production company in Montreal is seeking a Casting Production Coordinator (Freelance) to manage casting and operational duties for productions. This role requires strong organizational and time management skills, with a minimum of 3 years experience in voice-over, theatre, or film industry. The candidate must be fluent in French and have knowledge of the entertainment industry.

Qualifications

• 3 years+ experience casting for voice-over, theatre, film or television productions.
• Able to manage several projects at once with tight deadlines.

Responsibilities

• Welcome and accompany talent during recording sessions.
• Enter talent information into the company's internal database.
• Generate contracts and liaise with external parties.

Skills

Time management

Organizational skills

Problem-solving skills

Education

Diploma or Degree in project management or related field

Tools

Office Suite (Excel, Word, TEAMS)

Project management software (e.g., Click Up, Jira)

Job description

Job Description

The Casting Production Coordinator (Freelance) will perform administrative, casting and operational duties supporting productions and the motion capture department, in accordance with specific guidelines and procedures.

Responsibilities:

The main tasks are to:

• Be present on a regular basis at the studio to welcome and accompany talent during recording sessions and as needed, during auditions and rehearsals.
• Liaise with security and reception to grant access to actors for upcoming sessions.
• Enter talent information, sessions, and casting data into the company's internal database.
• Generate contracts and purchase orders, liaise with external parties for signatures or invoices, and facilitate processing with the accounting department.
• Arrange travel logistics and immigration paperwork for actors as necessary and compile expense reports for their expenditures.
• Contact talent and agents to check availability and book performers.
• Provide quotes for talent and casting budgets.
• Track talent expenditures.
• Create schedules and facilitate coordination for voice recording sessions, reserve studio time and book voice directors.
• Schedule makeup artists when required and helping set up/reserve the rooms for the scan sessions.
• Handle insurance requests for actors who require coverage.
• Apply watermarks and password protection to scripts and send materials to performers and voice directors.
• Set up studios for sessions, including providing water, tea, and other necessary items for talent and the production team.
• Assist with photocopying documents and assembling cast and crew script binders for shoots.
• Archive footage of actors from shoots in the company's database.
• Set up and maintain various planning and follow-up tools, as well as team calendars.
• Partner with local and global core teams to understand the vision of the production and find the best talent to fulfill each role according to project budget.
• Advise on union rules, rates and regulations across a variety of projects.
• Build and maintain relationships and liaise with talent, agents, directors, ACTRA, AFBS, etc.
• Create and maintain actor tracking lists and databases.
• Carry out all other related tasks.

Qualifications

Education:

• Diploma or Degree in project management, audio, theatre, film/TV production or any other related field.

Relevant experience:

• 3 years+ experience casting for voice-over, theatre, film or television productions or talent agency(ies).

Qualifications:

• Able to work at the speed of the business and meet tight deadlines and manage several projects at once.
• Exceptional time management, organizational and problem-solving skills.
• Comfortable working with stakeholders at all levels.
• Works autonomously and is resourceful.

Knowledge of:

• Working knowledge of Office Suite (Excel, Word, TEAMS etc.) + familiarity with project management software (e.g., Click Up, Jira).
• Knowledge of the entertainment industry, agents & unions is an asset. Familiarity with ACTRA preferred.
• Basic knowledge of the video game industry is an asset.
• French fluency a strong asset.