Project Coordinator

Moment Factory; Montreal (administrative region); Vor Ort; CAD 50.000 - 70.000; Vollzeit

Zusammenfassung

Moment Factory’s Originals team seeks a capable project coordinator to support project managers and the full project team from design through operation. You will handle administrative tasks, logistics, documentation, and clear communication across stakeholders.

You will synchronize creation and production by mobilizing resources at the right time, serving as a liaison among partners, and helping with travel, contracts, and budget-related tasks to ensure on-site client delivery.

Qualifikationen

• Experience coordinating complex projects across multiple teams.
• Strong administrative and documentation skills.
• Ability to manage budgets, timelines, and stakeholder communications.

Aufgaben

• Coordinate between project team, Center of Expertise, and other departments.
• Plan and prepare activities and meetings for project implementation.
• Provide administrative support to the entire project team.
• Support project managers in budget, schedule, risk, and stakeholder management.
• Ensure thorough project documentation and archiving.
• Assist in updating tools (budget, schedule).
• Contribute to improving processes and tools used by the team.
• Prepare contracts for freelancers and vendors.
• Communicate with employees, clients, vendors, collaborators, and stakeholders.
• Assist with accounting-related tasks (expense reports, invoicing).
• Manage work distribution and allocated project hours to meet budgets.
• Plan and organize project team travel and related documentation.
• Handle wrap-up tasks: data archiving, post-mortems, assets collection.
• Deliver the project on the client site with the team.
• Execute ad-hoc requests from project managers.
• Support producers in business development efforts.

Kenntnisse

Coordination

Administrative support

Budget management

Scheduling

Documentation

Stakeholder management

Travel planning

Vendor contracts

Jobbeschreibung

A WORD ABOUT US

We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 450 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.

YOUR TEAM

Joining the Originals team means exploring new forms of multimedia experiences in unique sites and participating in the creation of innovative entertainment models deployed around the world. You will get to collaborate on the creation of various immersive experiences, such as Augmented Games, the Lumina enchanted night walks, Aura, and much more! Your team transforms sites into long-term operational experiences, thus transforming visitors' lives. Together, you will create iconic destinations that, in addition to attracting visitors and enhancing location experiences, will generate media attention and economic benefits.

YOUR MISSION

Working within the Originals team, your main role will be to support project managers and the entire project team by tracking projects from design to operation, including administrative tasks, logistics, documentation, communication, etc. To ensure the highest quality of the final product, you will need to synchronize the creation and production processes by mobilizing the various resources involved at the right time and serving as a liaison between all stakeholders.

ROLES AND RESPONSIBILITIES

• Ensure coordination between the project team, the Center of Expertise, and other Moment Factory departments.
• Plan, organize, and prepare activities and meetings related to project implementation.
• Provide administrative support to the entire project team.
• Provide support to project managers in all aspects of project management (budget, schedule, risk management, stakeholder management, communication, etc.).
• Ensure thorough project documentation (note-taking, archiving, etc.).
• Assist in updating various tools (budget, schedule, etc.).
• Contribute to improving existing processes, and develop and communicate new management tools to relevant team members.
• Prepare contracts for freelancers and vendors.
• Follow up on communications with employees, clients, vendors, collaborators, freelancers, and stakeholders.
• Assist the project team with accounting-related tasks (expense reports, invoicing, etc.).
• Ensure efficient management of work distribution and allocated project hours to adhere to budgets.
• Plan and organize project team travel and prepare related documentation (i.e., travel documents, iCal invites, Visa/B1, ATA Carnet, etc.).
• Handle project wrap-up tasks as needed: data archiving, post-mortems, gathering graphic assets for the internal bank, and information required for project communications.
• Deliver the project on the client's site in collaboration with the entire team.
• Execute ad-hoc requests from project managers.
• Support producers in their business development efforts.