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!
We are currently seeking an experienced, collaborative and super organized Senior Production Coordinator to coordinate and oversee the planning and execution of production activities for events and sponsorship activations at the Harbourfront Centre. If you are a pro at multi-tasking, are solution-oriented, thrive in the high-pressure environment of live events, and have impeccable interpersonal and communication skills, we would love to hear from you!
Position Title: Senior Production Coordinator
Reporting to: Manager, Production
Supervises: Assistant Production Coordinators
Type of Employment: Contract (1-year contract to cover Maternity Leave)
Summary of Function:
The Senior 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 as assigned, and at the Fleck Dance Theatre and Harbourfront Centre Theatre as required. This position also assists the Manager, Production with the development of department training and procedures manuals, training new staff and supporting the centralization of production processes, and providing input into the development of innovative methods of working and implementing new systems. This role is also responsible for high-profile events and special projects as assigned by the Manager, Production.
The Senior Production Coordinator analyzes and evaluates the need for production support for assigned events and festivals, including production schedule and cost estimates, planning, developing and scheduling all necessary deliverables required for an event, and supervision of Assistant Production Coordinators.
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.
- 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.
- Oversee the execution of all production related aspects of assigned events.
- Advance and compile all technical services details and requirements for events and festivals.
- 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 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 & Scheduling
- Coordinate the production activities during assigned events including prioritizing and organizing workflow, responding to problems and ensuring safety procedures are followed.
- Supervise the activities of part-time Assistant Production Coordinator staff during events. Supervise and assist with the execution of assigned events.
- Participate in the performance management of the Assistant Production Coordinator team.
- Act as a resource and coordinate various service departments including, Security, Property, Operations, Digital Transformation and Box Office during the execution of assigned events.
- Assist with annual orientation of the Assistant Production Coordinator resource pool and the Production Office Assistants.
- Assist the Director/Manager on duty during festivals/events as required.
- Play a mentorship role in the development of new Production Coordinators and provide peer review support. Provide onsite support in a duty management role in the absence of the Manager of Production.
- 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 Coordinators.
- Reconcile all event expenses and submit invoices and expense reports.
- Make recommendations to Manager, Production on capital purchases of technical and operational equipment.
- Ensure all assigned events, staffing, production schedules and other related functions are captured in Harbourfront Centre’s event management systems Artifax and in Visio.
- Assist the Manager, Production, as required, in the development of operational procedures for the Production department including annual review and updates of the Assistant Production Coordinator and Production Office Assistant role impact manuals.
- Create venue templates and standard set ups in Visio.
Operations & 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
- 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:
- Five (5) to ten (10) years of demonstrated experience in technical/production in theatre, dance, music, festival management, corporate events, and installations.
- Working knowledge of event production 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 is considered an asset.
- Computer proficiency in the following programs is considered an asset: Microsoft Visio, QLab, Vectorworks, AutoCAD, Drop Box, Zoom, Artifax and Tessitura.
- 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. ·
- A collaborative spirit, seeking and celebrating the contribution of others.
- Results-oriented and proactive, with the ability to multitask, prioritize and work independently.
- High ethical standards and a pursuit of excellence and innovation.
- Ability to work long hours during our busy summer festival season from May to October which may include evenings and weekends.
- This position is based in Toronto. Currently remote work is in place, however working on-site at our downtown lakeside campus will be required when we implement our Return to Work plan.
- Must be legally eligible to work in Canada. Non-Canadian applicants must have a valid employment Visa and proper documentation authorizing their ability to work in Canada for the full duration of the contract.
- 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.
- Experience in the not-for-profit sector.
- Experience in corporate event management.
- Experience producing digital events and content.
- 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.
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.