A WORD ABOUT US
We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 450 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.
YOUR TEAM
Joining the Originals team means joining a team whose mission is to create and produce new forms of multimedia and immersive experiences that are deployed around the world. The Originals team transforms sites into unique experiences, both indoors and outdoors, operational over several years, creating iconic destinations and thrilling touring experiences.
YOUR MISSION
As a Team Coordinator, you provide administrative support to two general managers and their close teams, in two areas: administrative support and coordination for both business lines, and support for the business development process and project distribution under their responsibility.
ROLES AND RESPONSIBILITIES
Support to GMs and Office
(GMs, Producers and Business Development Team)
- Calendar Management: Optimize GM calendars and coordinate the team's overall schedule.
- Travel Logistics: Manage transportation and accommodation bookings for GMs and key team members.
- Partner & Promoter Relations: Support GMs and Producers in their relationships and meetings with promoters (Fever, Neon, Imagine, etc.).
- Reception & Hospitality: Organize partner visits to Montreal or to various international sites/shows (including ticketing management). Assist in setting up internal events or supporting front-desk reception.
- Daily Support to BD Team: Respond to requests for research, IT support, meeting note-taking, and training requests.
- Internal Training: Act as a reference point for documentation and the use of tech tools (Wrike, Keynote, Drive, Server).
Business Development Support (BD)
- Executive Presentations: Design, review, and finalize pitch decks and strategic presentations for management, internal, and external audiences.
- Opportunity Management (Pipeline): Filter inbound leads, enter and update opportunities in Pipedrive (CRM).
- Research: Conduct market research, comparative analysis (benchmarking), and identify potential sites (site scouting).
- Management Support: Assist General Managers (GMs) in preparing strategy documents and quarterly reports.
- Events & Conferences: Coordinate participation in conferences and events (managing invitations, documenting new relationships, preparation logistics, etc.).
Project Coordination in Development Phase (“pitch”)
- Project Onboarding and Offboarding: Initialize new “pitch” projects in systems (Wrike, CB, Slack): initial documentation, folder creation, and non-disclosure agreement (MNDA) tracking. Project documentation and closing.
- Planning & Tracking: Define and manage Scopes of Work, monitor budgets and schedules in support of LPs.
- Coordination Tools: Create, optimize, and update tracking tools to support the team daily.
- Communication & Information Flow: Ensure smooth and constant alignment between internal and external stakeholders.
- Document Management: Administer server and Google Drive, ensuring archiving of relevant documents.
- Operational Support (Back-up): Provide ad hoc support to production coordinators during peak periods.
Administrative and Financial Management
- Wrike Management: Create and track internal and BD projects (approvals, timesheets).
- Budget Monitoring: Supervise overall budgets and validate the accuracy of integrated financial data (expense reports, pitch expenses, travel, conferences).
- Accounting & Invoicing: Manage expense accounts, departmental invoicing, follow-up on unpaid invoices, and corporate credit card oversight.
- Third-Party Management: Ensure administrative liaison and management with suppliers.
