Production Coordinator

Production Coordinator

This is a term position to March 31, 2026, with a possibility of extension.

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

The Production Coordinator provides the logistical, administrative, operational and production support required for the co-ordination of Banff Centre Media and Production and content capture activities, providing production coordination support for video, audio and media production, postproduction, and music recordings stemming from all departments across Banff Centre and external clients.

This role is responsible for coordinating and facilitating departmental planning and communication for content capture projects, Banff Centre programs and events, ensuring all production elements required for successful delivery are organized ahead of time, and that the operational and logistical production requirements meet the expectations of faculty, participants, project and production leads.

Roles and Responsibilities

Reporting to the Technical Producer/Director (TP/D), below are some key accountabilities:

Production Scheduling

• With direction from the TP/D, this position is responsible for building projects in Farmers Wife (“FW”) software (equipment, people, spaces) and tracking time reporting on programs and projects. There will be a requirement to produce reports using this software
• Creates and maintains production schedules, ensuring deadlines are met, including setup/strike schedules, post-mortems, program support activities, production rentals, and other activities
• Coordinates the workflow of resource request forms and planning spreadsheets both ongoing and annually
• Schedules and coordinates planning and production meetings for Media and Production with internal departments and external partners, arranging and distributing documents in advance for meetings and programs and distributing minutes post meetings
• Negotiates and schedules resource support (equipment, facilities, personnel) for all projects

Production & Postproduction

• Prepares weekly and/or daily productions schedules; distributes and updates crew production schedules
• Prepares call sheets, shot lists, and distributes production materials
• Acts as the central point of contact between departments, ensuring smooth workflows
• Addresses last-minute challenges and escalates to management where appropriate
• Ensures proper storage of production files, releases, contracts, and receipts
• Assists in organizing footage, backing up files, and preparing reports
• Coordinates post capture and post partnership related follow-up

Production Administration

• Maintains files on each program/project with all relevant production information
• Compiles and prepares documentation and materials required for proposals and/or reports
• Prepares production contracts and agreements, ensuring that legal permissions, permits and intellectual property agreements are signed and in place in advance of production activities
• Researches and secures filming permits
• Prepares weekly content planning spreadsheet with delivery/publishing dates, and keeps a status list of works in production and a current list of upcoming deadlines for work with Marketing and Communications
• Acts as the primary contact for department guests, participants and faculty related to media and production; arranging travel, accommodation and schedules
• Collects and supplies to marketing all Banff Centre website information required for Media and Production presence and promotion
• Prepares quarterly reports, assists with contracts, grant applications and sponsorship from proposal to final reporting and follow-up
• Books space and equipment as required

Financial Responsibilities

• Assists with budgeting, coordinates purchase orders, and tracks expenses in accordance with established practices
• Develops and monitors budgets for Media and Production, tracking expenditures through approved tracking systems
• Researches and develops required information for production budgets, including sourcing quotes from vendors
• Coordinates activities related to accounts payables and the timely payment of invoices, creation of purchase orders, cheque requisitions, petty cash vouchers, and client A/R adjustment forms in accordance with established practices
• Processes payments for crew, vendors; submits expense claims and ensures accurate tracking in regard to established budgets

Communications

• Acts as key liaison with all participants, faculty; and facilitates communication with other Banff Centre departments
• Greets arriving clients/participants and orients them to the program spaces
• Liaises with clients, participants and production/technical crew during pre-production, production and post production
• Communicates on a regular basis with the main contacts on programs both internally and externally regarding, e.g., ask/answer questions, and provides follow-up on production commitments and schedules
• Effectively communicates and problem-solves issues and concerns
• Maintains excellent internal communications with all Banff Centre departments to ensure program delivery expectations are met
• Communicates with all Banff Centre departments including technical services, program services, hospitality, custodial, and front desk in order to coordinate the set-up and meet ongoing logistical requirements that are required for individual Banff Centre programs and events

Customer Service

• Provides exceptional customer service delivery when seeking solutions to problems and in all dealings with internal or external clients, artists / participants, employees, resident guests, or public

Qualifications and Educational Requirements

• Degree or Diploma in Film/Media/Television, or equivalent professional experience
• Minimum 5 years’ experience working within a media video production environment is required
• Ability to work independently, problem-solve responsibly, and communicate effectively, while working cohesively within a dynamic team
• Strong analytical, writing, scheduling, and excellent interpersonal skills and must be able to work effectively within an artistic environment where flexible solutions are required
• Ability to think and act quickly and responsibly with a broad range of artists
• Experience in music recording/engineering is an asset

Special Requirements

• Due to the nature of the job, this position requires the candidate to be available to work a flexible, irregular schedule and weekends.

Employment Terms and Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500 hour probationary period.
• This position pays $23.29 to $24.45 per hour working up to 40 hours per week on a rotating schedule.
• Benefits of working at Banff Centre are:
• Transitional Staff housing options (based on availability)
• Employee Assistance Program
• Professional Development
• Staff cafeteria and restaurant discounts
• Onsite fitness facility at a discounted rate – first month free for new staff!

Application Process

• We are accepting applications for the Production Coordinator position until a suitable candidate is found.
• Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
• Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.