Production Office Coordinator

This is a Full Time Job

Sony Pictures Imageworks Canada Inc.
658 Homer St, Vancouver, BC V6B 0T5

Project based, Full Time

Language in work environment - English

Sony Pictures Imageworks is seeking a Production Office Coordinator to join our team in our Vancouver location!

Summary:

The Production Office Coordinator (POC) reports directly to the Production Department Manager. The role supports the entire production team, but directly supports the project’s Digital Production Managers, and Producers. In this role you will be responsible for managing the entire project's meeting schedule, overseeing the organization of the projects Craft Services and Events, and helping orient and mentor the project’s Production Assistant(s) across 3 locations.

This position is located in Vancouver, British Columbia, Canada. Please note this position is expected to be in the office, with the option to work from home for extenuating circumstances.

What you'll be doing:

The following tasks provide a general overview of the types of activity the role holder will be expected to engage in on a day-to-day basis. The tasks are not intended to be an exhaustive list of responsibilities as the nature of our business requires all employees to be flexible, self-motivated and to think creatively when presented with challenges:
• Managing the project's daily meeting schedule using Google Calendar. This aspect of the role is pivotal in keeping the production moving forward.
• Working closely with the Digital Production Managers, Producers, and the client to set and plan the weekly/monthly projects meeting schedule.
• Communicating schedule conflicts between the Client and Production Management teams.
• Daily Client communication with client side office coord, and or client side leadership.
• Help facilitate client visits. Including but not limited to: Events, social engagements, seating in office, and available for ad hoc client needs.
• Set up sweatbox or review rooms.
• Facilitating and projecting the project’s production needs such as craft service, urgent meetings, and event management. You will be responsible for overseeing the planning and execution of the project’s events from beginning to end. This will include events like happy hours, show breakfasts, and other special events.
• Overseeing Craft Services. You will be responsible for overseeing the planning and execution of the project’s craft services with the Production Assistants.
• Managing the Craft Service budget
• Managing and mentoring the project’s Production assistant(s) in 3 locations. You will be setting goals for this team, managing their overall tasks and workload, and making sure things run smoothly.

What we need to see:

Technical and Operational Skills:
• Manage standard administrative tasks within the production office (printing, scanning, setting up meeting rooms).
• Ability to setup sweatbox or review rooms effectively, and know who to contact in case of technical issues. If remote, know the process for remote connection.
• Have experience with Google Calendar. The role is heavily responsible for booking/setting up meetings, so knowing how to create events, move events, and add/remove people to meetings is crucial.
• Have a basic understanding in: Google Suite tools, event planning, expense reporting, and working within set budgets
• Have some knowledge and or/ability to learn office space planning tools such as SpaceIQ for in office planning/seating.
• Have the ability to learn proprietary software for tracking, scheduling, and data input.
• It’s an asset, but not required to have previous experience with CANVA.
• It’s an asset, but not required to have previous experience with the CG/VFX pipeline.

People and Self-Management Skills:
• Have a positive attitude, and work under pressure effectively in high stress situations.
• Have the ability to multi-task and work in a fast-paced environment.
• Be adept at addressing time-sensitive queries.
• Be proactive.
• Be able to adapt to sudden changes in schedules and priorities.
• Have strong interpersonal and communication skills, as this role interacts daily with a wide variety of people on the project, at the facility level, and with the Client and external Vendors.
• Client interactions must be professional and timely. Interactions with the client are included but not limited to: reviews, email/chat communication, and notes.
• Have the ability to problem solve, see the bigger picture, and essentially play tetris with the projects daily/weekly/monthly calendar.
• Need to be able to proactively schedule pertinent meetings and flag any conflicts or urgent issues within the project's meeting schedule.
• Needs to be able to work in a team environment, be highly collaborative but also be extremely self-motivated and be able to work independently.

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