Flex Coordinator Operations

National Film Board of Canada; United States; Remote; USD 35,000 - 49,000; Full time

Job summary

The National Film Board of Canada is seeking an Administrative Coordinator to support Production Units and Marketing, Distribution, Education and Operations. You’ll handle contracts, purchase orders, travel, expenses and documentation in line with NFB standards, while ensuring timely information flow across teams.

Role requires a college diploma, 3+ years in a similar position, and proficiency with SAP, Smartsheet, Flow, and MS Office. Bilingual French/English is required.

Qualifications

• College diploma in Business Administration, Media Production or equivalent.
• Minimum of three (3) years’ experience in a similar position, ideally in audiovisual production, marketing, distribution or streaming.
• Knowledge of administrative, financial and contractual processes in an audiovisual production, marketing, distribution or cultural-organization environment.
• Familiarity with artists’ unions scale agreements and their applicability.
• Experience using project-tracking software (e.g., Flow, Smartsheet) and with office and collaboration tools (e.g., MS Office).
• Good knowledge of basic accounting principles and computerized financial systems such as SAP.
• Bilingualism in the official languages (French and English).

Responsibilities

• Performs administrative tasks related to the purchase of goods and services, including preparation and follow-up of purchase orders, requisitions and reimbursement requests.
• Coordinates supplier-creation requests, as well as related updates and changes.
• Prepares, drafts and coordinates contracts in accordance with NFB guidelines, including personal-services contracts, contracts based on scale agreements and temporary-employment contracts; obtains approvals, tracks signatures and ensures all supporting documentation is complete.
• Coordinates travel and logistical arrangements for staff, creators and freelancers, including transportation, accommodation, vehicles, excess-baggage tickets, advances and expense claims; provides guidance to team members on travel and expense processes.
• Monitors financial commitments and enters data into the financial system; assists with preparation of financial follow-up or commitment reports.
• Stays informed on improvements and updates to processes and procedures; ensures consistent application across teams.
• Provides administrative support to Production, Marketing, Distribution and Education teams, including coordinating logistics for events, launches, screenings and outreach activities.
• Supports the Operations Managers with general administrative tasks and special assignments.
• Contributes to continuous-improvement initiatives by brainstorming and developing tools, guidelines and reference documents.
• Maintains accurate administrative records and filing systems in accordance with NFB standards, including digital file management and archiving.

Skills

Initiative

Autonomy

Adaptability

Organization

Education

College diploma in Business Administration

Experience in audiovisual production or related field

Tools

SAP

Smartsheet

Flow

MS Office

Job description

Are you passionate about great storytelling, about exploring the issues that matter, about pushing the boundaries in new audiovisual experiences? So are we. As Canada’s public producer and distributor, the National Film Board has been telling the country’s stories and pioneering breakthroughs in virtually every field of audiovisual content since 1939. But to do this, we need a team that truly reflects the richness and diversity of Canada. If you’d like to be a part of this team—and part of the NFB’s incredible legacy—we’d love to hear from you.

SUMMARY OF DUTIES

Acts as a shared operational resource in support of Production Units and Marketing, Distribution, Education and Operations teams by providing cross-functional and targeted support in line with NFB priorities. Supports day-to-day administrative activities and special assignments by preparing, coordinating and tracking contracts, purchase orders, travel, expenses, financial commitments and documentation in accordance with NFB standards, processes and deadlines. Works closely with these business units by sharing timely and accurate information to support the consistent application of operational policies and procedures and to maintain efficient workflows.

MAIN RESPONSIBILITIES

• Performs administrative tasks related to the purchase of goods and services, including preparation and follow-up of purchase orders, requisitions and reimbursement requests; ensures financial systems (e.g., SAP) and tracking tools (e.g., Smartsheet, Flow) are kept up to date.
• Coordinates supplier-creation requests, as well as related updates and changes.
• Prepares, drafts and coordinates contracts in accordance with NFB guidelines, including personal-services contracts, contracts based on scale agreements and temporary-employment contracts; obtains approvals, tracks signatures and ensures all supporting documentation is complete.
• Coordinates travel and logistical arrangements for staff, creators and freelancers, including transportation, accommodation, vehicles, excess-baggage tickets, advances and expense claims; provides guidance to team members on travel and expense processes.
• Monitors financial commitments (including expenditures and revenues, where applicable), enters data into the financial system and assists with the preparation of financial follow-up or commitment reports as required.
• Stays informed on improvements and updates to processes and procedures in support of the consistent application of operational policies and procedures across teams.
• Provides administrative support to Production, Marketing, Distribution and Education teams, including coordinating logistics for events, launches, screenings and outreach activities, as required.
• Supports the Operations Managers with general administrative tasks and special assignments.
• Contributes to continuous-improvement initiatives through brainstorming sessions and by identifying opportunities, developing solutions and providing support in preparing tools, guidelines and reference documents.
• Maintains accurate administrative records and filing systems in accordance with NFB standards, including digital file management and archiving.

REQUIRED TRAINING, KNOWLEDGE AND EXPERIENCE

• College diploma in Business Administration, Media Production or equivalent;
• Minimum of three (3) years’ experience in a similar position, ideally in the field of audiovisual production, marketing, distribution or streaming; or an equivalent combination of training and experience;
• Knowledge of administrative, financial and contractual processes in an audiovisual production, marketing, distribution or cultural-organization environment;
• Familiarity with artists’ unions scale agreements and their applicability;
• Experience using project-tracking software (e.g., Flow, Smartsheet) and with office and collaboration tools (e.g., MS Office);
• Good knowledge of basic accounting principles and computerized financial systems such as SAP;
• Bilingualism in the official languages (French and English), both orally and in writing.

SKILLS REQUIRED

• Initiative, autonomy, adaptability; strongly oriented toward service and collaboration;
• Excellent ability to manage multiple tasks simultaneously, with an organized, meticulous, structured and rigorous approach to work;
• Ability to establish good interpersonal relationships and to be effective in professional interactions; capacity to meet tight deadlines and respond effectively to changing priorities;
• Flexibility and openness to supporting diverse teams and assignments across the organization;
• Proficiency with computer tools and ability to quickly learn new software.

The NFB is committed to building a skilled, diverse workforce that’s reflective of Canadian society. It promotes initiatives such as employment equity and encourages candidates to voluntarily indicate in their cover letter if they are a woman, a member of a First Nations group, Inuk, Métis, a person with a disability, or a member of a visible-minority group.

The NFB is also committed to developing inclusive, barrier-free selection processes and work environments. Feel free to advise us of any accommodation needs.

Please note that only applicants selected for an interview will be contacted.