Business Development Coordinator

Job description

Reporting to the Executive Producer LA, the Business Development Operations Coordinator keeps the bidding engine running. You’ll prepare and format bidding packages, maintain our CRM and data systems, coordinate meetings, and track follow-ups so that bids go out on time and nothing falls through the cracks. It’s a pivotal role in helping RodeoFX meet its revenue objectives while delivering a premium client experience. Main responsibilities: Bid Preparation & Follow-Up Prepare and format bidding packages and related documentation. Ensure timely delivery of bids in collaboration with Executive Producers (LA & Toronto). Track post-bid actions, follow up with internal and external stakeholders, and maintain accurate status records. Data & Systems Management Create, maintain, and organize client databases, contact lists, and training documents. Keep CRM and tracking tools accurate and up to date, in coordination with other departments. Maintain dashboards and KPIs to ensure data integrity across all projects. Surface insights and follow-up opportunities for Executive Producers to act on. Team Support & Organization Coordinate team meetings and screenings – scheduling, agendas, and action items. Archive all received and sent documents on shared drives, following approved naming conventions. Maintain and update RodeoFX’s showreels, build presentations, and coordinate custom reels. Work with finance and production teams to gather invoicing information and facilitate project closures. Communication & Collaboration Maintain clear, professional communication with Executive Producers and internal teams. Demonstrate discretion and represent the Business Development department positively. Minimum 1 year of experience in a similar role within a dynamic team environment. Advanced proficiency in Microsoft Excel (formulas, complex templates) and Google Sheets. Strong organizational skills and exceptional attention to detail. An autonomous, proactive mindset, you take initiative and find solutions under tight deadlines. Excellent written and spoken English, with strong spelling, grammar, and proofreading skills. Professionalism and discretion when handling confidential information. French language skills (nice to have). Experience with Monday CRM and Flow, or other CRM platforms. Advanced knowledge of Google Workspace tools. Sick/personal days ; Group Insurance Plan ; 401K with employer contribution. All your information will be kept confidential according to EEO guidelines. Diversity, Equity and Inclusion At Rodeo FX, diversity is a core value. We’re committed to creating an inclusive, equitable workplace where different perspectives are embraced. Every team member brings unique insight that strengthens our creativity, challenges our thinking, and helps us deliver better work. Use of Artificial Intelligence in Recruitment Rodeo FX may use AI-based tools to support certain steps of the recruitment process, such as interview transcription or preliminary application analysis. These tools may be operated by third-party providers, and data may be processed outside Quebec. These tools never replace human decision-making: all final hiring decisions are made by our recruitment team and hiring managers. To learn more about how we protect your personal information and your rights, please consult our Privacy Policy. Apply with LinkedIn If you would like to use the “Apply with LinkedIn” feature to simplify your application, please make sure you accept cookies on the SmartRecruiters application page. This allows the feature to display and function properly. Repeatedly voted one of Montreal’s Top Employers and Employer of the Year for the 2022 Mercuriades Awards, Rodeo FX is a high-end creative company offering services in visual effects, advertising, animation, and experiential. Nominated for multiple Emmy® Awards for its work on the series Stranger Things season 4, Avatar: The Last Airbender and The Lord of The Rings: The Rings of Power, the independent, Oscar®-winning company boasts close to 800 artists crafting from studios in Montreal, Québec City, Toronto, Los Angeles and Paris. Rodeo FX is a creative partner to the world’s best storytellers including Netflix, HBO, Disney, Marvel, Amazon Studios, Warner Bros. and Sony, and has collaborated on ads for YouTube, NBC and Apple. Current projects include Dune: Prophecy, Silo Season 2 and Sonic 3 . Recently released projects include The Rings of Power S eason 2 , Venom: The Last Dance, Taika Waitit's Time Bandits, and House of the Dragon Season 2. Work arrangements: As an artist-founded and artist-led company, creativity is at the heart of everything we do. Our mission is to give our talent the freedom, resources, and environment they need to produce high-quality work and thrive in a stimulating, collaborative, and supportive setting. Given their key role in team leadership, decision-making, communication, and operational and production support, managers, supervisors, production team members, and support functions, including Finance, HR, and IT, are expected to work from the studio at least four days per week . This increased presence helps strengthen collaboration, maintain closer proximity with teams, support operational needs more effectively, and sustain a strong, vibrant, and aligned studio culture.