Post-Production Coordinator - Expression of interest

Job description

Please note that this posting is an expression of interest only and is not an active role at this time. We are always happy to connect with talented candidates for future opportunities. We are open to different types of collaboration, including permanent, temporary, and freelance contracts. If you are interested in working with us, we encourage you to apply and share your profile. Position Summary Reporting to the Executive Producer, the Post-Production Coordinator supports Executive Producer and Producer in the day-to-day coordination of advertising post-production projects, from project award through final delivery. The Post-Production Coordinator is responsible for the operational tracking of projects, including shots, tasks, schedules, review sessions, feedback, turnovers and deliverables. The role ensures the timely and accurate flow of information between production teams, supervisors, artists, vendors and clients. The Post-Production Coordinator also independently manages selected smaller-scale or recurring assignments, including technical revisions, format adaptations, new versions and the reopening of previously completed projects. Acting as a central point of coordination, the role contributes directly to on-time delivery, quality control and operational efficiency, allowing Producers and the Executive Producer to remain focused on client relationships, financial management and the creative vision of each project. Key Responsibilities Project Coordination and Tracking Coordinate the day-to-day execution of post-production and VFX projects from project award through final delivery. Track the progress of shots, tasks and assets throughout the production pipeline, from initial turnover to final delivery. Maintain accurate and current project information in production tracking tools such as ftrack, ShotGrid or an equivalent platform. Build, update and communicate project schedules, milestones and delivery calendars in collaboration with Producers and the Executive Producer. Prepare and distribute clear status reports for Producers, Supervisors, internal teams and, when required, clients. Independent Coordination of Smaller-Scale Projects Independently manage selected smaller-scale or recurring projects from initial request through final delivery. Coordinate technical revisions, format adaptations, new versions and the reopening of previously completed projects. Clarify project requirements, timelines, technical specifications and expectations with the relevant stakeholders. Coordinate the resources required to complete assigned projects. Review Sessions and Feedback Management Schedule and coordinate dailies, internal reviews, client review sessions and project status meetings. Prepare the materials, links, versions and information required for review sessions. Take detailed notes during review sessions and translate Supervisor and client feedback into clear, precise and actionable instructions for artists. Follow up on comments, approvals and requested changes to ensure that they are addressed within the required timelines. Turnovers, Versions and Deliverables Coordinate turnovers, submissions and deliveries between clients, internal teams and external vendors. Manage file uploads, downloads and the exchange of production materials. Verify that incoming materials are complete, accessible and compliant with established requirements. Ensure delivery packages meet the required technical specifications, formats, resolutions and naming conventions. Communication and Liaison Act as a day-to-day operational point of contact between Producers, Project Managers, Supervisors, artists, post-production teams, vendors and clients. Maintain clear, proactive and consistent communication regarding priorities, schedules and project status. Keep client-side contacts informed of project progress in accordance with direction from the Producers. Schedule and coordinate internal and external post-production meetings. Administrative and Resource Planning Support Attend production and post-production meetings and document decisions, action items and deadlines. Maintain production databases, project folders and archives. Ensure project documentation, key communications, versions and deliverables are properly organized and traceable. Support resource and crew planning for confirmed projects and projects currently in bid. College diploma or university degree in Film, Media Production, Communications, Visual Effects or a related field, or an equivalent combination of education and experience. Relevant experience in production or post-production coordination within VFX, advertising, film, television or digital content. Good understanding of post-production and VFX workflows, from asset intake through final delivery. Experience with a production tracking platform such as ftrack, ShotGrid or an equivalent system. General knowledge of file formats, resolutions, versions, turnovers and delivery specifications. Excellent organizational, planning and prioritization skills. Strong attention to detail and the ability to track multiple tasks and projects simultaneously. Excellent written and verbal communication skills. Ability to translate creative and technical feedback into clear and actionable instructions. Ability to work effectively in a fast-paced, collaborative and deadline-driven environment. Initiative, autonomy, sound judgment and the ability to anticipate production needs. Ability to remain calm, professional and solution-oriented in urgent or changing situations. Diversity : 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. 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. 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.