Senior Production Coordinator - Toronto, Hybrid

Position Overview

The Sr Production Coordinator oversees and coordinates the Encore production process of low-complex internal and external events during pre-production, execution, and post-production. This role supports the show management team and/or other engaged departments on mid-complex events by coordinating schedules, updating event paperwork, and onsite backstage support. The Sr. Production Coordinator may show call, supervise and oversee a component of an event, such as a smaller meeting room or a group of breakout rooms. This role is accountable for tracking, reporting, and maintaining the Production process and standards in conjunction with the Production leadership to develop the organization's best practices and Standard Operating Procedures (SOP) to ensure operational and financial excellence. The role requires extensive experience in event production planning and can mentor new production coordinators (PC). This position reports to the Associate Resource Manager, Production or Production Resource Manager, Production. 

Key Job Responsibilities

Event Pre-Production

• Collaborate with department leads to refine the event concept, create mood boards, and ensure the vision is documented.

• Work with the production team to develop a detailed budget and production schedule, ensuring tasks are completed on time and within budget.

• Identify and communicate with vendors, suppliers, and contractors to secure necessary equipment and services. Coordinate deliveries and address logistical challenges.

• Oversee technical aspects of the event, identify potential risks, and develop contingency plans. Ensure safety measures and regulations are followed.

• Maintain clear communication with stakeholders and keep detailed records of pre-production activities. Provide support to production teams and track tasks using project management software.

• Laisse with clients to support the internal coordination between departments and operations.

• Meet with clients to understand the show and content needs to develop and Run of Show and/or a Cue Sheet.

Onsite Event Execution

• Oversee the production team's activities, ensuring coordination between various personnel such as coordinators, assistants, vendors, and venue staff to ensure smooth functioning of all elements.

• Delegate tasks among team members, provide necessary guidance, and ensure effective teamwork.

• Manage logistical aspects of the event including traffic flow direction, labor check-in processes, and other operational tasks.

• Address any challenges or issues that arise during the event promptly, making quick decisions to maintain smooth operations. Communicate effectively with stakeholders including vendors, suppliers, staff, and clients to ensure everyone is informed and supported.

• Monitor the event timeline, coordinate transitions between different segments, and be prepared to respond to emergencies such as medical incidents or inclement weather. Implement emergency protocols and maintain open communication with clients throughout the event.

• Show call small to mid complex events and collaborate with the onsite personnel, client, and talent.

• Assist EPG (Event Production Group) in team member forecasting, and scheduling.

• Increase operational effectiveness by ensuring team members are demonstrating Encore Purpose, Mission, and Core Values.

Post-Event

• Conduct a comprehensive evaluation of the event, including reviewing feedback from attendees, vendors, and staff members. Identify strengths and areas for improvement to inform future planning.

• Compile, review, reconcile and store final event documentation, including contracts, permits, schedules, event expenses and other event related paperwork.

• Begin laying the groundwork for upcoming events by using CRM and project management software to enter the next events information to hold resources.

Quality Service

• Delivers World-Class Service by promoting a customer-centric culture that strives to exceed Encore’s customer’s (or internal stakeholder’s) goals, objectives, requirements, and expectations.

• Serves as a liaison and resource for freelance/external resources.

• Promotes positive vendor relations and timely payment per agreed upon terms.

Job Qualifications

• Bachelor’s degree in relevant field preferred.

• 3+ years of technical experience in Production Coordinator responsibilities

• Supervisory or leadership experience preferred but not required

• Client management skills.

• Strong ability to navigate complex processes with excellent attention to detail.

• Excellent written and oral communication and presentation skills

• Financial budget experience required.

• Experience with Smartsheet and associated programs.

• Experience with Microsoft Office programs including Word, Excel, and PowerPoint

• Up to 30% Travel

Competency Group 

Deliver World Class Service

• Hospitality

• Ownership

Do The Right Thing

• Demonstrates Self-Awareness

Drive Results

• Ensures Accountability

See The Big Picture

• Decision Quality

• Manages Complexity

Value People

• Collaborates

Hourly Pay Range:$26.00 - $31.00

The compensation offered for this role is determined based on the qualifications outlined in the job posting for the specified location. Final compensation is based on a number of factors including location, travel, relevant work experience, or particular skills and expertise. In addition, some positions may be eligible for other compensation such as potential overtime, bonuses or incentives.

We use artificial intelligence (AI) tools to help screen and/or assess applications for this role. These tools analyze information you provide (for example, your résumé or answers to questions using the chat to apply feature) to support our hiring team’s review. All hiring decisions include human judgment.

Work Environment

Office

Work is performed primarily in an office environment. Working times may include irregular hours and on-call status including days, evenings, weekends, and holidays. Team members must adhere to appearance guidelines as defined by Encore based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area. 

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.