Assistant Production Coordinator

Date Posted: Mar 08, 2019
Application Deadline: Mar 27, 2019
Start Date: Apr 27, 2019

Salary: $18.25 per hour
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: N/A
Organization's Field/Discipline: The Arts
Job's focus: Both
Job Type: Contract
Career Level: Entry level/ intern

Organization Description

Harbourfront Centre

Harbourfront Centre is a leader in providing internationally renowned programming in the arts, culture and recreation across our 10-acre campus at the heart of Toronto's waterfront. For more than 40 years, Harbourfront Centre has celebrated the best in Canadian culture and the rich mosaic of cultures from around the world by curating over 4000 events annually, from music festivals to contemporary dance, to craft and design to sailing lessons. There is something for everyone at Harbourfront Centre, year-round.



Job Description

Harbourfront Centre is a leader in providing internationally renowned programming in the arts, culture and recreation across a stunning 10-acre site at the heart of Toronto’s waterfront.
 
For more than 40 years, Harbourfront Centre has celebrated the best in Canadian culture and the rich mosaic of cultures from around the world by curating over 4000 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.
 
ROLE STATEMENT
Position Title:   Assistant Production Coordinator  
Department:
 
Planning & Production  
Reporting to:
 
Manager, Production  
Direct reports:
 
None  
Key Relationships:
 
Director, Planning and Production, Production Coordinators and staff across various departments including Manager of Technical Services, Technical Coordinator, Technicians, Front of House Managers and Ushers
Director, Festivals, Director, Performing Arts and staff across various departments including Artistic Directors and Associate Producers
Hospitality & Business Sales Manager and Bartenders
Supervisors and staff in Site Operations:  Security, Operations and Grounds
Development staff
Marketing & Media Relations staff
Artistic Companies, Cultural Organizations and Rental Clients, and their representatives including Artistic Directors, Artists, Stage Managers, Lighting and Sound Designers
 
 
Type of Employment: Part Time  
 
Summary of Function:
The Assistant Production Coordinator is responsible for overseeing the execution of an event in an assigned venue or area during a scheduled shift.  They provide stage and venue management support for an event under the supervision of a Production Coordinator.  The Assistant Production Coordinator works with service departments including Ushers, Bartenders, Operations, Grounds, Security and Technical Services to ensure excellence of presentation, artist and patron service.  They act as a liaison between artists, clients and programming staff and service departments for assigned venues. 
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.
 
DUTIES  
Coordination
  • Provides venue management for an assigned venue or area during each shift by confirming all required staff are present and briefed, greeting performers and clients and introducing them to key support staff, reviewing production schedule details and ensuring production, patron and artist hospitality requirements are met. 
  • Responsible for stage management duties when assigned to events with a performance or stage element.  Ensures event starts and ends on time, cues performers and on stage activity, moves non- technical equipment and props on and off stage or works with visiting stage manager performing these duties except when working in one of the union theatres.
  • Performs house management duties when there is not an Assistant House Manager assigned to the event.  Coordinates front of house staff and activities including opening the house, late seating and intermission protocols. 
  • Responsible for making sure the venue is properly set up according to capacity.
  • Ensures everything is in order during an even regarding set up, event execution and strike.
  • Makes necessary changes to seating, flow of patron traffic, and sets up signage.
  • Liaises with Food & Beverage staff and caterers on the coordination and presentation of bar service, receptions and other food and beverage service during an event.
  • Ensures the Production Coordinator is kept up to date with the event activity details and changes by reporting to them during an event.
Administration
  • Required to write a shift report for each shift detailing patron numbers for statistical analysis, detail event highlights and issues, patron service and facilities/venue notes and recommendations.
  • Responsible for completing usher (paid and volunteer) time sheets for each shift when working with ushers and for issuing TTC fares to volunteers.
  • Complete and submit SOCAN and archival filming permits when required.
 
Patron Service
  • Responsible for providing a high level of customer service as a priority, responding to patron concerns and inquiries.  Responds to patron complaints effectively.  Refers issues to the appropriate person or department if suitable resolution cannot be made at the time.
  • Ensures the “house” is prepared and all front of house details are addressed including reserved seating, meeting and assisting with VIPs and accessible seating is designated.
  • Offers assistance to patrons with accessibility needs.
  • Ensures assigned venues/facilities are clean and safe for patrons.
  • Assists visiting media representatives providing information and directing them to locations where they can set up.
 
 
Workplace Health and Safety
  • 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.


Requirements:

  Skills & Requirements
Essential Criteria
  • Working knowledge of techniques, methods and procedures of theatre, dance, and music productions and presentations including; stage management; power point and other media presentation; patron services; appropriate safety precautions and procedures.
  • Stage management skills and experience.
  • Front of house experience is considered an asset.
  • Strong passion for the arts and client engagement.
Interpersonal
  • 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.
Personal
  • Results oriented and proactive, with the ability to multitask, prioritize and work independently.
  • Outgoing and able to establish relationships quickly when meeting new people.
  • Uphold the highest ethical standards and a pursuit of excellence and innovation.
Education & Experience
  • Post-secondary education with one to three years demonstrated experience in technical/production in theatre, dance, and music.
 
Desirable Criteria
  • Experience in the not-for-profit sector.
  • Experience in corporate event management and logistics.
  • Knowledge of Canada’s art community.
  • Current Province of Ontario driver’s license or evidence of equivalent mobility.
  • Understanding of AODA.


How to Apply:

Acceptable Applications must include:
  • A current resume
  • A cover letter
Qualified Applicants are invited to apply by: March 27, 2019
To apply: E-mail your application Quoting Job Ref. #19J013-WC to:
Harbourfront Centre
jobs@harbourfrontcentre.com

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.