Production & Administrative Coordinator

Application Deadline: May 24, 2022

Harbourfront Centre is a leader in providing internationally renowned artistic, educational and recreational programming across a beautiful 10-acre campus 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, presenting thousands of events annually from music festivals to contemporary dance, to craft and design, to visual arts and more. Welcoming visitors year-round, there is something for everyone at Harbourfront Centre!

Harbourfront Centre is currently looking for a full time Production & Administrative Coordinator to support the Production department.

 

Position Title: Production & Administrative Coordinator
Department: Production
Reporting to: Senior Manager, Production
Supervises: Assistant Production Coordinators, Technicians

Type of Employment: Full Time

Summary of Function:

The Production & Administrative Coordinator’s primary role is administrative support for the Production department. Establishing and maintaining effective working relationships with representatives of various groups, vendors, and co-workers. This position maintains resources and contact management databases producing reports and schedules. Supports the Production team by maintaining shared database resources. Responsible for processing all financial transactions for the Production department. Submitting vendor invoices for payment, maintaining financial records and systems. This role provides support and acts as a liaison with the Education & Recreation departments.

DUTIES

  • Participates in the development and implementation of database procedures, making recommendations and implementing procedural changes.
  •  Maintains the inventory of Production equipment and supplies.
  •  Liaise with the School Visits and seasonal Camps teams, providing production support for their events.
  • Provides systems training support for new staff in the Production department.
  • Responsible for the overseeing the contractor management procedures for contractors engaged by the Production department.
  • Prepares cheque requisitions and expense transfers for the Production department and accounts for the Director of Production, Senior Manager of Production and others as required. Follows up on overdue/irregular accounts with vendors. Follows up on budget report issues with the Finance department.
  • 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 Finance department.
  • Acts as the Production department Artifax power user regarding procedures and documents.
  • Takes minutes for Production department meetings and other meetings as assigned.
  • Ensure the Production supplier database is maintained and updated.
  • Purchase Production department supplies and equipment as required.

 REQUIREMENTS

  • Three to five years in arts administration
  • Strong passion for the arts and client engagement.
  • Computer proficiency in Microsoft suite including SharePoint, OneDrive, Teams, Word, Excel and PowerPoint.
  • Highly effective communication, presentation, interpersonal and relationship building skills required in working with individuals at all levels of the organization, suppliers and contractors, 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.
  • 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.
  • Previous experience with event management and CRM databases is an asset.
  • Computer proficiency in the following programs is an asset: Microsoft Visio, Basecamp and Artifax.
  • Experience in the not-for-profit sector and in corporate event management is an asset
  • Knowledge of Canada’s art community is an asset
  • Current Province of Ontario driver’s license or evidence of equivalent mobility and understanding of WHMIS and AODA is an asset
  •  Must be legally eligible to work in Canada. All international applicants must have a valid employment Visa authorizing their ability to work in Canada on a full-time, ongoing basis. This role is based in Toronto.
  • Harbourfront Centre recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of full COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.
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Our Values

Open
We’re friendly, welcoming and inclusive, with an experimental attitude that thrives on collaboration.

Brave
To achieve our bold ambition we empower and support imaginative risk and we always try to learn from our mistakes.

Rigorous
We are committed to excellence in all we do, ensuring every visitor encounter is safe, memorable and enriching.

Kind
We value and respect each other and all our visitors, celebrating difference and striving to realise potential.

Apply

Acceptable applications must include a current resume and a cover letter, indicating why you wish to join the team, how you would meet the criteria for this key position, your salary expectation and specifying if you are applying for full time or contract position.

Harbourfront is committed to diversity and inclusiveness. We encourage qualified candidates from all backgrounds to apply by contacting jobs@harbourfrontcentre.com by no later than May 24, 2022. Please quote Production & Administrative Coordinator in the subject line of your application.

We thank all applicants for their interest, however, only those being  considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process.