Business Development Coordinator

Vfxwire; Los Angeles (CA); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Sick/personal days

Group Insurance Plan

401K with employer contribution

Job summary

Rodeo FX in Los Angeles is seeking a Business Development Operations Coordinator to help run the bidding engine, format bidding packages, manage CRM and data systems, coordinate meetings, and ensure bids go out on time while delivering a premium client experience.

You will work with Executive Producers in LA and Toronto, maintain dashboards, support finance and production, and keep showreels and presentations up to date, while upholding discretion and clear communication.

Qualifications

• Experience in a dynamic team environment (1+ year).
• Advanced proficiency in Excel and Google Sheets.
• Strong organizational skills and attention to detail.
• Autonomous, proactive mindset with ability to meet tight deadlines.
• Excellent written and spoken English; discretion with confidential information.

Responsibilities

• Prepare and format bidding packages and related documentation.
• Ensure timely delivery of bids with Executive Producers (LA & Toronto).
• Track post-bid actions and maintain status records.
• Create, maintain, and organize client databases and training documents.
• Keep CRM and tracking tools accurate and up to date.
• Maintain dashboards and KPIs to ensure data integrity across projects.
• Surface insights and follow-up opportunities for Executive Producers.
• Coordinate team meetings, agendas, and action items.
• Archive documents on shared drives with approved naming conventions.
• Maintain showreels, build presentations, and coordinate custom reels.
• Work with finance and production teams to gather invoicing information and facilitate project closures.
• Maintain clear professional communication with Executive Producers and internal teams.
• Demonstrate discretion and represent the Business Development department positively.

Skills

Organizational skills

Attention to detail

Initiative

Communication skills

Discretion

English proficiency

Problem solving

Tools

Microsoft Excel

Google Sheets

Monday CRM

Flow

Google Workspace

Job description

Company Description

Repeatedly voted one of Montreal’s Top Employers and Employer of the Year for the 2022 Mercuriades Awards, Rodeo FX is a high-end creative company offering services in visual effects, advertising, animation, and experiential.

Nominated for multiple Emmy® Awards for its work on the series Stranger Things season 4, Avatar: The Last Airbender and The Lord of The Rings: The Rings of Power, the independent, Oscar®-winning company boasts close to 800 artists crafting from studios in Montreal, Québec City, Toronto, Los Angeles and Paris.

Rodeo FX is a creative partner to the world’s best storytellers including Netflix, HBO, Disney, Marvel, Amazon Studios, Warner Bros. and Sony, and has collaborated on ads for YouTube, NBC and Apple. Current projects include Dune: Prophecy, Silo Season 2 and Sonic 3 . Recently released projects include The Rings of Power S eason 2 , Venom: The Last Dance, Taika Waitit's Time Bandits, and House of the Dragon Season 2.

Work arrangements

As an artist-founded and artist-led company, creativity is at the heart of everything we do. Our mission is to give our talent the freedom, resources, and environment they need to produce high-quality work and thrive in a stimulating, collaborative, and supportive setting.

Given their key role in team leadership, decision-making, communication, and operational and production support, managers, supervisors, production team members, and support functions, including Finance, HR, and IT, are expected to work from the studio at least four days per week .

This increased presence helps strengthen collaboration, maintain closer proximity with teams, support operational needs more effectively, and sustain a strong, vibrant, and aligned studio culture.

Job Description

Reporting to the Executive Producer LA, the Business Development Operations Coordinator keeps the bidding engine running. You’ll prepare and format bidding packages, maintain our CRM and data systems, coordinate meetings, and track follow-ups so that bids go out on time and nothing falls through the cracks. It’s a pivotal role in helping RodeoFX meet its revenue objectives while delivering a premium client experience.

Main responsibilities

Bid Preparation & Follow-Up

• Prepare and format bidding packages and related documentation.
• Ensure timely delivery of bids in collaboration with Executive Producers (LA & Toronto).
• Track post-bid actions, follow up with internal and external stakeholders, and maintain accurate status records.

Data & Systems Management

• Create, maintain, and organize client databases, contact lists, and training documents.
• Keep CRM and tracking tools accurate and up to date, in coordination with other departments.
• Maintain dashboards and KPIs to ensure data integrity across all projects.
• Surface insights and follow-up opportunities for Executive Producers to act on.

Team Support & Organization

• Coordinate team meetings and screenings – scheduling, agendas, and action items.
• Archive all received and sent documents on shared drives, following approved naming conventions.
• Maintain and update RodeoFX’s showreels, build presentations, and coordinate custom reels.
• Work with finance and production teams to gather invoicing information and facilitate project closures.

Communication & Collaboration

• Maintain clear, professional communication with Executive Producers and internal teams.
• Demonstrate discretion and represent the Business Development department positively.

Qualifications

• Minimum 1 year of experience in a similar role within a dynamic team environment.
• Advanced proficiency in Microsoft Excel (formulas, complex templates) and Google Sheets.
• Strong organizational skills and exceptional attention to detail.
• An autonomous, proactive mindset, you take initiative and find solutions under tight deadlines.
• Excellent written and spoken English, with strong spelling, grammar, and proofreading skills.
• Professionalism and discretion when handling confidential information.
• French language skills (nice to have).
• Experience with Monday CRM and Flow, or other CRM platforms.
• Advanced knowledge of Google Workspace tools.

Additional Information

• Sick/personal days ;
• Group Insurance Plan ;
• 401K with employer contribution.

All your information will be kept confidential according to EEO guidelines.

Diversity, Equity and Inclusion

At Rodeo FX, diversity is a core value. We’re committed to creating an inclusive, equitable workplace where different perspectives are embraced. Every team member brings unique insight that strengthens our creativity, challenges our thinking, and helps us deliver better work.

Use of Artificial Intelligence in Recruitment

Rodeo FX may use AI-based tools to support certain steps of the recruitment process, such as interview transcription or preliminary application analysis. These tools may be operated by third-party providers, and data may be processed outside Quebec. These tools never replace human decision-making: all final hiring decisions are made by our recruitment team and hiring managers. To learn more about how we protect your personal information and your rights, please consult our Privacy Policy.