Production Coordinator

Projects by 91 Inc; Toronto; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Production Coordinator to join their dynamic team in Toronto. This role is pivotal in orchestrating live events and large-scale music festivals, ensuring seamless production from concept to reality. You will collaborate with various teams, manage schedules, and maintain strong artist relations, all while thriving in a fast-paced environment. If you have a passion for event production and a knack for organization, this is your chance to shine in a vibrant and supportive workplace that values growth and creativity. Join a passionate team dedicated to delivering unforgettable experiences!

Benefits

Career growth opportunities

Access to industry events

Networking opportunities

Meal arrangements during events

Travel expenses covered

Qualifications

• 2+ years of experience in event production or related field.
• Strong communication and organizational skills are essential.

Responsibilities

• Coordinate all aspects of live events from planning to execution.
• Manage production schedules and supplier contracts efficiently.

Skills

Organizational Skills

Communication Skills

Budget Management

Multitasking

Team Collaboration

Problem-Solving

Client Servicing

Attention to Detail

Adaptability

Education

Post-secondary education in a related field

Tools

Microsoft Office

Dropbox

G Suite

Job description

Location: Toronto, ON – Role will require you to travel

Projects by 91 Inc is a Toronto-based production agency specializing in live events and large-scale music festivals. We offer a full-spectrum approach to event production, combining meticulous planning with a focus on safety and seamless execution. Our expert team ensures smooth logistics, from crowd management to technical coordination. With fully insured, trained, and experienced in-house staff, we provide reliable support across all aspects of live production.

About the Role:

We are looking for a highly organized and detail-oriented Production Coordinator to join our team. In this key role, you will play a crucial part in the planning, execution, and coordination of all aspects of live events, ensuring a smooth and seamless production process from concept to completion. Collaborating closely with multiple teams, you will help bring events to life with precision and efficiency.

Responsibilities:

1. Administrative Management
   • Production Scheduling (Drafting & Distributing)
   • Supplier Contract Management (Drafting of Service Agreements or Work Orders)
   • Prepare and assist with New Vendor Set-Up paperwork
   • Task and Deliverable Management
   • Assisting Production department in meeting any deliverables
2. Artist Relations Management (as Required)
   • On-Site Point of Contact (When Required – Act as the Point of Contact for Talent)
3. Production Management Support
   • Misc Expense Tracking (Petty Cash / Receipts)
   • Ensure Production Team Members have what they need (E.g. Stage Managers have Stage Plots & Schedules etc)
   • Coordinate Labour when required to accomplish any deliverables
   • Radio Distribution and Tracking
   • Organize and Advance Production Support Staff Requirements
   • Catering, Parking, Accommodations
4. Site Management Support
   • Direct Suppliers or Contractors as required through specific tasks or instructions
5. Venue Management Support
   • Work closely with Representative(s) to assist Production in meeting any expectations set forth by the Venue
   • Act as a Point of Contact for the Venue when the Production Director or Manager is unavailable
   • Other Duties as assigned

Skills & Experience:

• Post-secondary education in a related field; or equivalent work experience
• Minimum 2 years of experience working in a related industry
• Self-motivated and proactive with the ability to multitask individually or collectively as a team in a high stress, fast paced, deadline driven environment
• Keen financial eye with an understanding of a budget
• Excellent verbal and written communication skills
• Ability to think on your feet and adapt quickly to change
• Highly organized with attention to detail and desire to take initiative
• Contribute to team morale with a positive attitude and the ability to receive and implement feedback
• Ability to both take direction and show initiative
• Commitment to Client Servicing
• Mature personal judgement with a high level of professionalism and diplomacy
• Must possess a full G Class Ontario driver’s license
• Strong knowledge of Microsoft Office, Dropbox, Mail, and G Suite
• Ability to work; days, evenings, and weekends including holidays, as required to support operational requirements
• Ability to lift 50lbs

Projects operates in a traditional in-person model of employment. During the planning phase of our events, we are structured around a Monday – Friday, 9 AM to 5 PM workweek. As the role will also work onsite during our events, there will be work on weekends and holidays with longer workdays typical of event hours. Some events will require travel outside of the city or province; during such periods, Projects will provide accommodations, meal arrangements, and any travel expenses.

• Opportunities for career growth and professional development.
• Exciting and fast-paced work environment with a passionate team.
• Access to industry events and networking opportunities.

How to Apply:

You can submit your resume to [e-mail] with “Production Coordinator” in the subject line. Please include relevant work references as part of your application, in addition to telling us about yourself and any career-minded goals or aspirations you may have.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Marketing, Public Relations, and Writing/Editing

Industries

• Entertainment Providers