Operations Coordinator: Cross-Functional Admin & Contracts

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

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.