Production Coordinator (On-Site)

ICON Creative Studio; Vancouver; On-site; CAD 52,000 - 72,000; Full time

Benefits offered by this job

Extended healthcare benefits

Paid overtime

Flex days

Milestone days

Pet-friendly studio

Onsite gym

Studio events

Job summary

ICON Creative Studio in Vancouver, BC, is seeking a Production Coordinator to support the Producer and Production Manager in scheduling, data tracking, and client-delivery coordination for our animated TV show production.

You will organize meetings, manage deadlines, and help maintain a positive team environment while ensuring timely communication across Supervisors, Directors, and artists using Flow and standard tools.

Qualifications

• 4+ years of experience in production coordination or project support, ideally in animation, VFX, or a similar creative industry.
• Familiarity with Flow / ShotGrid (Shotgun) or similar project tracking software.
• Comfortable with administrative tasks, including scheduling, note-taking, email correspondence, and tracking deliverables.
• Strong skills in task prioritization, organization, and time management.

Responsibilities

• Maintain and manage departmental schedules with Producers and Production Manager.
• Track artists' task progress in Flow, ensuring current data.
• Enter information into Flow and communicate deadlines to supervisors.
• Coordinate client deliveries and ensure notes are applied accurately and promptly.
• Schedule meetings, organize Dailies sessions, and take detailed, distributable notes.

Skills

Flow/ShotGrid

Project coordination

Time management

Communication

Google Workspace

Slack/Zoom

Job description

Company Overview

ICON Creative Studio is Canada’s largest independently owned animation entertainment company, located in the historic Gastown district of Vancouver, BC. Our talented team includes specialists across the entire animation pipeline, working alongside creative and management professionals to deliver outstanding animated content.

Known for our commitment to quality, efficiency, and timely deliveries, ICON has partnered with distributors, broadcasters, and leading streaming platforms worldwide to create and produce noteworthy, impactful projects.

We operate from a holistic philosophy, leveraging the unique skill sets of our team members to maximize production efficiency while maintaining an optimal balance of creativity and quality on-screen.

Why work at ICON?

• Collaborate on top-tier feature and episodic CG franchises for major streaming platforms, including Netflix, Disney+, Apple TV+, Amazon, Peacock, and Paramount+.
• Be part of a diverse team of artists from around the globe who have joined us here in British Columbia.
• Work with the latest tools and software, ensuring you're always equipped to do your best work.
• Be part of a studio that upholds a premium standard of quality across all productions, putting every resource into what’s on-screen.
• Enjoy flexibility, autonomy, and a supportive workplace culture.
• Access direct deposit and a generous benefits package.
• Grow with us through continuous learning opportunities, mentorship, and empowering you to achieve your professional goals
• We offer a competitive total rewards package that includes comprehensive extended health, dental, vision, prescription drug, and paramedical coverage, and access to mental health and wellness resources. Employees also enjoy a pet-friendly studio, an onsite gym, and regular social events that bring teams together both virtually and in person.

Job Overview

As a Production Coordinator, you will work closely with the Producer and Production Manager to manage department schedules, track task progress in Flow, and ensure accurate data communication with department supervisors. You'll coordinate client deliveries, handle notes efficiently, and maintain a positive team environment. This role involves scheduling meetings, organizing Dailies sessions, and assisting Supervisors with effective team leadership. Your proactive approach and attention to detail will contribute to the overall success of our animated TV show production.

Key Responsibilities

• Work collaboratively with the Producer and Production Manager to maintain and manage departmental schedules.
• Track artists' task progress in Flow, ensuring accurate and up-to-date data.
• Communicate effectively with department supervisors to keep information accurate and current, entering relevant information into Flow when necessary.
• Ensure the team is aware of deadlines and coordinate client deliveries in accordance with established processes.
• Input client notes into Flow, make artists aware of priority notes, and distribute notes accurately and promptly.
• Follow up with Supervisors, Directors, and artists daily to ensure task deliveries remain on schedule.
• Communicate timely and cooperatively, responding proactively to department requests for information and assistance.
• Act as a secondary contact for questions when the Producer and Production Manager are unavailable.
• Schedule, coordinate, and take notes during meetings, promptly distributing them to relevant departments.
• Proactively maintain the calendar, managing key personnel schedules to avoid conflicts and staying alert to topics, deadlines, and priorities.
• Responsible for multiple Dailies sessions each day as needed.
• Ensure proper preparation for all meetings and reviews, setting up sessions, taking detailed notes, and publishing notes accurately.
• Assist Supervisors with documentation and guides to ensure successful leadership of their teams.
• Willingly take on new challenges to deepen knowledge of the department and pipeline, contributing to a positive team environment.

Skills and Experience

• 4+ years of experience in a production coordination or project support role, ideally in animation, VFX, or a similar creative industry.
• Familiarity with Flow / ShotGrid (Shotgun) or similar project tracking software.
• Comfortable with administrative tasks, including scheduling, note-taking, email correspondence, and tracking deliverables.
• Strong skills in task prioritization, organization, and time management.
• Effective communicator—able to coordinate across multiple teams and relay information clearly and professionally.
• Confident using tools like Google Workspace (Docs, Sheets, Calendar), Slack, Zoom, or other collaboration platforms.
• Ability to remain calm under pressure and adapt to changing priorities.

Perks & Benefits

• Extended healthcare benefits, including health, dental, vision, prescription drug, and paramedical coverage
• Paid pre-approved overtime
• Flex days to support work-life balance
• Milestone days recognizing years of service
• Pet-friendly studio environment
• Access to an onsite gym
• Studio events and opportunities to connect with teammates both virtually and in person

This is a Union position and the terms and conditions of employment are covered by a collective agreement.

In accordance with British Columbia's pay transparency legislation, the wage displayed reflects the minimum rate established under ICON's collective agreement. Additional compensation may be considered based on experience, qualifications, and project needs, where permitted by the collective agreement.

ICON Creative Studio is an equal-opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.