Flex Coordinator Operations; Bilingual

Are you passionate about great storytelling, about exploring the issues that matter, about pushing the boundaries in new audiovisual experiences? So are we. As Canada’s public producer and distributor, the National Film Board has been telling the country’s stories and pioneering breakthroughs in virtually every field of audiovisual content since 1939. But to do this, we need a team that truly reflects the richness and diversity of Canada.

If you’d like to be a part of this team—and part of the NFB’s incredible legacy, we’d love to hear from you.

Acts as a shared operational resource in support of Production Units and Marketing, Distribution, Education and Operations teams by providing cross-functional and targeted support in line with NFB priorities. Supports day-to-day administrative activities and special assignments by preparing, coordinating and tracking contracts, purchase orders, travel, expenses, financial commitments and documentation in accordance with NFB standards, processes and deadlines. Works closely with these business units by sharing timely and accurate information to support the consistent application of operational policies and procedures and to maintain efficient workflows.

• Performs administrative tasks related to the purchase of goods and services, including preparation and follow-up of purchase orders, requisitions and reimbursement requests; ensures financial systems (e.g., SAP) and tracking tools (e.g., Smartsheet, Flow) are kept up to date.
• Coordinates supplier-creation requests, as well as related updates and changes.
• Prepares, drafts and coordinates contracts in accordance with NFB guidelines, including personal-services contracts, contracts based on scale agreements and temporary-employment contracts; obtains approvals, tracks signatures and ensures all supporting documentation is complete.
• Coordinates travel and logistical arrangements for staff, creators and freelancers, including transportation, accommodation, vehicles, excess-baggage tickets, advances and expense claims; provides guidance to team members on travel and expense processes.
• Monitors financial commitments (including expenditures and revenues, where applicable), enters data into the financial system and assists with the preparation of financial follow-up or commitment reports as required.
• Stays informed on improvements and updates to processes and procedures in support of the consistent application of operational policies and procedures across teams.
• Provides administrative support to Production, Marketing, Distribution and Education teams, including coordinating logistics for events, launches, screenings and outreach activities, as required.
• Supports the Operations Managers with general administrative tasks and special assignments.
• Contributes to continuous‑improvement initiatives through brainstorming sessions and by identifying opportunities, developing solutions and providing support in preparing tools, guidelines and reference documents.
• Maintains accurate administrative records and filing systems in accordance with NFB standards, including digital file management and archiving.

• College diploma in Business Administration, Media Production or equivalent;
• Minimum of three (3) years’ experience in a similar position, ideally in the field of audiovisual production, marketing, distribution or streaming; or an equivalent combination of training and experience;
• Knowledge of administrative, financial and contractual processes in an audiovisual production, marketing, distribution or cultural-organization environment;
• Familiarity with artists’ unions scale agreements and their applicability;
• Experience using project‑tracking…