Production Coordinator

Production Coordinator

Responsibilities

External

• Coordinate with the production team to determine shooting schedules, generate call sheets, and create production schedules.
• Liaise with external equipment rental supply houses to secure additional equipment rentals as per production requirements.
• Communicate production schedules and specifics to the cast and crew.
• Collaborate with the Production team, and clients to coordinate casting when necessary.
• Secure crew for production. Act as the liaison for crew invoicing.
• Work with the Production team to identify suitable filming locations, contact location contacts, and coordinate to secure location access and production schedules.
• Ensure completion and verification of appropriate location paperwork.
• Coordinate additional transportation logistics and provisions for lunch and snacks.
• Verify necessary production expenses with the Production and Accounts teams, providing deposit/credit card information to suppliers.
• Schedule and prioritize meetings, appointments, and deadlines for executive team members.
• Serve as a point of contact between executives and internal/external clients, ensuring seamless communication and timely follow-ups.
• Assist in overseeing logistics and timelines of video projects, collaborating with various departments to ensure timely delivery and quality control.
• Draft, review, and maintain important company documents, scripts, contracts, and proposals.
• Create and manage client contracts.
• Manage project details and client relationships, handling correspondence and ensuring continued progress of client workflow professionally.
• Attend client meetings to understand project success and contribute ideas in creative strategy sessions.
• Take efficient notes and provide summaries of meetings for archival purposes and setting future expectations.
• Research, gather, and assemble background information, maintaining files on client activities, competitors, and industries.
• Regularly increase awareness of company offerings—animation, motion graphics, live-production video, and Storytelling Training—to demonstrate the breadth of Tripwire’s value to clients.
• Coordinate domestic and international travel itineraries, including accommodations, transportation, and relevant documentation.
• Work closely with marketing, sales, production, and post-production teams to ensure cohesive execution of projects.
• Participate in production shoots as required, respecting the hierarchy of roles on the film set.
• Regular communication with clients during projects.
• Perform other duties as assigned by the Accounts and Sales teams.

 Internal

•   Be highly organized.  Effectively and consistently maintain Tripwire’s client management and project management systems even in high traffic times.
• Always ensure the team is up to date on account activity; work effectively in a team-oriented environment.
• Implement client initiatives; collaborate with client to establish goals/ timelines and budget.
• Support new business pitches as necessary.
• Demonstrate detailed knowledge of Tripwire’s processes, values and practices.
• Adopt and contribute to Tripwire’s written tone in all communications.
• Work closely with the Executive Producer and Sales team to mitigate client budgets, invoices, and contracts.
• Actively participate in team/department meetings.
• Communicate in clear, positive, and professional manner with team.
• Take initiative to maintain understanding of role and regularly engages with professional. development tools and training opportunities with new technology.
• Assisting Sales Team with organizing, vetting, and setting up potential and incoming clients.
• Other duties as assigned by Senior Leadership and Accounts team.

 Soft Skills

• Exemplify Tripwire Media Group’s values.
• Collaborative will-do attitude.
• Thoughtful, with attention to detail.
• Calm and respectful under pressure.
• Solutions-focused; take initiative.
• Collaborative and inclusive leadership skills.
• Highly organized and efficient.
• Excellent written skills.
• Knowledge in Excel, Word and other Microsoft Office 365 programs (OneDrive, SharePoint etc).
• Knowledge in Project Management Software considered an asset.
• Knowledge in Keynote, Creative Suite and Adobe Design considered an asset.
• Experience in creating unique document layouts and design skills considered an asset.
• Knowledge of the film industry or previous experience in film considered an asset.

Tripwire Media Group is a dynamic video production agency specializing in storytelling. We create compelling content that resonates with audiences and drives engagement for our clients. We pride ourselves on our collaborative approach and our commitment to excellence in every project.

Tripwire Media Group is committed to fostering a diverse and inclusive workspace where all employees feel valued and respected. We believe that our strength lies in the rich variety of backgrounds, experiences, and perspectives that our team members bring. We welcome and encourage applicants from individuals of all ethnicities, backgrounds, and identities.

Only candidates who have been selected for the next steps will be contacted.

Job Type: Fixed term contract
Contract length: 6 months

Pay: $19.23 per hour

Expected hours: 40 per week

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Application deadline: 2025-01-13