Production Coordinator

PRODUCTION COORDINATOR – Film and Television

Antica Productions

Company Overview:

Antica Productions produces award-winning non-fiction podcasts, films, and television series which inform and inspire audiences around the world. Antica is based in Toronto and has full time producers in New York and London. As well, the company has an ownership stake in the UK-based production company Telltale. Antica’s production partners and buyers include leading Canadian, US and UK talent houses, networks, studios, and streamers. Antica’s documentaries and podcasts have received world-wide attention via CBC and Hot Docs International Festival, Canadian Screen Awards and New York Festivals Radio Awards.

Position Overview:

Antica Productions has an immediate opening for a Production Coordinator within Film and Television.

The Production Coordinator (PC) is responsible for all of the administrative work that accompanies the full cycle of a documentary film production, from start to finish. This full-time position is office-based and requires a minimum of 3 days/ week in-person work from our Toronto office.

The PC works under Producers and/or Production Managers. Throughout the course of production, the Production Coordinator is expected to attend meetings and maintain a database of meeting minutes, ensuring action items are generated and followed through on.

Ahead of and during filming, the PC supports the field crew by compiling and maintaining up-to-date crew lists, organizing travel and accommodations, booking people and locations, issuing and shepherding appropriate paperwork —including location releases, deal memos and/or work permits and VISAs, Carnets, COVID compliance forms and consent releases, et al.— and creating up-to-date call sheets that granularly and efficiently detail the hour-by-hour logistics of shoots.

Once a show enters post-production, the Production Coordinator is responsible for seeing through to completion the reporting systems they set up during filming, which includes, but is not limited to: expenses-tracking, coding invoices for bookkeeper, accounting for and returning equipment, filing paperwork, and reconciling floats. Moving into editing, the Production Coordinator primarily works to ensure that the post- team has all the information and materials it needs, including tape logs, sourced and cleared archival materials, and so forth.

Responsibilities of the Production Coordinator:

• Under the guidance of the Production Managers/Producers, tracks progress of tasks for assigned projects in the production tracking system
• Book travel and accommodations and create travel itineraries; books guests and locations for shoots, orders film equipment as required
• Create and manage call sheets; keeping call sheets updated with latest crewing and guest information as required
• Manage props and supplies list and order where required
• Manage shoot expenses: gather all receipts during film shoots and submit them to the production manager in good order
• Assemble itinerary, call sheets, and all relevant materials in Production Binder; shared as a PDF to crews during filming
• Shot logs – during filming the production coordinator may log shots and make notes for the Director
• Manage schedules for editing, stock footage teams, sound teams etc.
• Provide assistance to the Post Production Supervisor
• Manage tape logs and archival database with input from PAs and Assistant Editors

Qualifications:

• Bachelor’s degree in film, art, communications, or related field preferred
• 3-5+ years production experience, preferably within unscripted and/or factual entertainment
• Knowledge of IT and technology, be able to use, pick up and adapt to new systems and software easily, know the different equipment used for filming and editing
• Familiarity with industry legal processes including health and safety rulings (Covid compliance), clearances, releases, contracts, and deal memos.
• Experience with schedule management in a very time sensitive atmosphere
• Must be diligent, resourceful, meticulous, and able to thrive under pressure
• Strong project management skills and a sensitivity towards deadline related deliveries
• Must be able to handle multiple changing priorities in a dynamic environment and understand how this impacts departmental schedules
• Able to communicate effectively across multiple teams with excellent written and oral communication skills

Antica Productions is an equal opportunity employer and is committed to diversity and inclusiveness in all of our work. As Canada’s largest independent podcast and film production company, we know that the more voices we have represented in our teams and projects, the more that we will all thrive and create a better world for everyone. Candidates who identify with historically marginalized groups and underserved communities are strongly encouraged to apply.