This is a Permanent, Full-time position.Category: Production
Province: Toronto, Ontario
Position: Production Coordinator
Deadline: March 10, 2020
Posted: February 25, 2020
Job Description / Duties
Position Title: Production Coordinator
Reporting to: Manager, Production
Supervises: Assistant Production Coordinators
Works with: Director, Production and staff across various departments including Manager of Technical Services, Technical Coordinator, Technicians, Front of House Manager and Production Coordinators, Chief Programming Officer and various Programming staff , Chief Operating Officer and various Site Operations Staff, Chief Development Officer and Development staff, Chief Marketing Officer, Director of Creative Services and staff across various departments as well as Artistic Companies, Cultural Organizations and Rental Clients, and their representatives including Artistic Directors, Production Managers, Lighting and Sound Designers, Staging, Equipment Rental, and Audio-Visual Supply Companies
Type of Employment: Full Time
Summary of Function:
Harbourfront Centre operates a ten-acre site that encompasses five theatres – Fleck Dance Theatre (capacity 446), Harbourfront Centre Theatre (capacity 350), Studio Theatre (capacity 196), Brigantine Room (cabaret-style 250), and Lakeside Terrace (theatre 250); and various alternative multi-purpose spaces for presentations, workshops, school classes, camps and other activities.
Outdoor stages include the large amphitheater-style Concert Stage (1300 seated, 3500 standing), the smaller Stage in the Round. The site also includes two art galleries; six working craft and design studios; various alternative exhibition spaces; and the central public spaces, Canada Square and Ontario Square.
Reporting to the Manager, Production this position offers the opportunity to work for one of the leading multidisciplinary arts institutions in the world.
The Production Coordinator is responsible for coordinating and overseeing the planning and execution of production activities for events and sponsorship activations at the Harbourfront Centre main building and outdoor venues and at the Fleck Dance Theatre and Harbourfront Centre Theatre as assigned.
The Production Coordinator will analyze and evaluate the need for production (both technical and non-technical) support for assigned events and festivals; including production schedule and cost estimates; plan, develop, schedule and provide all necessary deliverables required for an event; communicate effectively both orally and in writing; coordinate event staff to ensure the facilitation of all aspects of the venue, and supervise assistant production coordinators. Establish and maintain effective working relationships with representatives of various groups, vendors, and co-workers.
• Interface with Harbourfront Centre staff, programming partners, sponsors and clients to assess needs, answer questions, assist with unique circumstances and develop new solutions.
• Attend planning, programming, partner and client meetings to exchange information and ideas.
• Advance and coordinate all technical production requirements for outdoor theatres and Artport venues for assigned events.
• Oversee the execution of all production related aspects of assigned events.
• Create production schedules and provide cost estimates in advance of events.
• Create packages of event information for the various service departments and the Production staff (technicians, Assistant Production Coordinators, Front of House) to facilitate the execution of an event.
• Arrange for the rental of equipment, as required.
• Participate in the evaluation of festivals, events and performances, making recommendations and implementing procedural changes.
• Participate in regular department meetings and follow through on production management action items.
Staff Oversight and Scheduling
• Coordinate the production activities during assigned events including prioritizing and organizing work flow; responding to problems, and ensuring safety procedures are followed.
• Supervise the activities of part-time Assistant Production Coordinator staff including participating in training, providing assistance, and providing individual performance feedback to the Manager of Production. Supervise and assist with the execution of assigned events.
• Act as a resource and coordinate with various service departments including, Technical Services, Security, Property, Operations, Front of House, Food & Beverage and Box Office during the execution of assigned events.
• Assist the Director/Manager on duty during execution of assigned festivals/events as required.
• Obtain competitive quotes from external vendors and evaluate quotes for accuracy.
• Complete show and event settlements in a timely manner for remittance and invoicing by the Planning administration. Reconcile all event expenses and submit invoices and expense reports to the Production Administrative Assistant.
• Ensure all assigned events, staffing, production schedules and other related functions are captured in Harbourfront Centre’s event management systems Artifax and Visio.
• Make recommendations to the Production department Artifax power user regarding Artifax procedures and documents.
Operations and Maintenance of Facilities
• Orientate clients and visiting productions to safety, technical characteristics and other areas of facility operations; facilitate the use of the services by the resident company and others engaged by or renting the facility.
Work, Health and Safety (WH&S)
• All staff are required to take reasonable care of their own health and safety and that of other personnel (including volunteers and interns) who may be affected by their conduct.
• Ensure compliance with applicable obligations under the Occupational Health and Safety Act, R.S.O. 1990, c.O.1.
• Ensure all subordinate staff and production teams of visiting companies and rental clients have the required certificates to perform duties; coordinate training as required, and keep up-to-date records.
Skills & Requirements
• Working knowledge of techniques, methods and procedures of theatre, dance, and music productions and presentations including stage, set, sound and lighting design and implementation; stage management; patron services; appropriate safety precautions and procedures.
• Strong passion for the arts and client engagement.
• Computer proficiency in Word, Excel, and PowerPoint.
• Previous experience with event management and CRM databases an asset.
• Computer proficiency in the following programs is considered an asset: Microsoft Visio, Artifax and
• Highly effective communication, presentation, interpersonal and relationship building skills required in working with individuals at all levels of the organization, arts and cultural partners, and rental clients; and fostering open and honest relationships and communication, respecting confidentiality.
• Collaborates, seeking and celebrating the contribution of others.
• Results oriented and proactive, with the ability to multitask, prioritize and work independently.
• Uphold the highest ethical standards and a pursuit of excellence and innovation.
Education & Experience
• Three to five years demonstrated experience in technical/production in theatre, dance, music, festival management, corporate events, and installations.
• Experience in the not-for-profit sector.
• Experience in corporate event management.
• Knowledge of Canada’s art community.
• Current Province of Ontario driver’s license or evidence of equivalent mobility.
• Understanding of WHMIS and AODA.
• Smart Serve certification.
• Fall arrest certification.
• Job sometimes involves work in a dirty environment with intense noise.
• Work schedule varies, working weekdays, evenings, weekends, holidays and/or irregular hours and overtime.
• Intense period of time requiring weekend work is the summer festival season May to October.
Acceptable applications must include:
• A current resume
• Responses indicating how you meet each of the essential criteria
• A cover letter including salary expectations
Please quote Job Reference # 20F08-ET
Qualified applicants are invited to apply by: March 10th, 2020
Harbourfront Centre is committed to building a diverse workforce and strongly encourages qualified applicants from all backgrounds to apply. Suitable accommodations will be available upon request during the hiring process.
Harbourfront Centre is a leader in providing internationally renowned artistic, educational and recreational programming across a stunning ten-acre site at the heart of Toronto’s waterfront. For more than 45 years, Harbourfront Centre has celebrated the best in Canadian culture and the rich mosaic of cultures from around the world by curating thousands of events annually across its ten-acre site from music festivals to contemporary dance, to craft and design, to sailing lessons. There is something for everyone at Harbourfront Centre, year-round.