Project Coordinator - Custom
Moment Factory
Administration
Montreal, QC, Canada
Posted on Mar 13, 2025
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 420 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 MISSION
While contributing to Custom team, your primary role will be to support project managers and the entire project team throughout the project lifecycle—from conception to operation. This involves managing administrative tasks, logistics, documentation, communication, and more. To ensure the highest quality in the final product, you will be responsible for coordinating the creation and production processes by mobilizing various resources at the right time and maintaining effective communication among all stakeholders.
YOUR TEAM
Your team creates tailor-made experiences that leave a lasting impression and create meaningful impact across various market sectors, including theme and water parks, cultural institutions (museums, science centers, historical and heritage sites), brand activations and events, sports entertainment, as well as concerts and live shows. Whether it’s live performances, temporary events, or permanent installations, our innovative and adaptable solutions are designed to meet the specific goals of each project, delivering immersive and memorable moments.
ROLES AND RESPONSIBILITIES
- Ensure coordination between the project team, the Centre of Expertises as well as the other services within Moment Factory.
- Plan and organize activities and meetings related to project implementation.
- Provide administrative support to the entire project team.
- Provide support to the project manager for all aspects of project management (budget, schedule, risk management, stakeholder management, communication, etc.).
- Ensure proper project documentation (note-taking, archiving, etc.).
- Assist in updating various tools (budget, schedule, etc.).
- Contribute to the enhancement of existing processes, devise and communicate new management tools to relevant stakeholders.
- Prepare contracts for freelancers and suppliers.
- Monitor communications with employees, clients, suppliers, collaborators, freelancers, and stakeholders.
- Assist the team with various accounting tasks (expense accounts, invoicing, etc.).
- Ensure efficient management of workload distribution and allocated project hours to adhere to budgetary limits.
- Coordinate and arrange travel and accommodations for the project team, and prepare associated documents (e.g., travel documents, Ical, Visa/B1, ATA Carnet, etc.).
- Manage tasks related to project closure, as required: archive data, conduct post-mortem analyses, gather graphic elements for the internal bank, and collect information for project communication.
- Deliver the project, with the collaboration of the entire team, on site.
- Execute ad-hoc requests from project managers.
- Support Producers in their business development efforts.
YOUR JOURNEY INCLUDES
- College diploma (DEC) or bachelor's degree in communication, project management, visual arts, and/or any other related experience.
- 2 to 3 years of experience in a coordination and/or project management position.
- Fluency in both French and English, both spoken and written (you will regularly communicate with English-speaking clients in this role).
- Proficiency in iWork, Office, and Google Workspace software suites.
- Work experience in an artistic environment related to Moment Factory's field of activity: multimedia environments, audiovisual production, architecture, events, etc., an asset.
YOUR QUALITIES
- Independence, initiative, precision, adaptability, and strong organizational skills.
- Demonstrated ability to manage multiple projects simultaneously, work under pressure, and collaborate effectively in a team.
- Attention to detail, effective prioritization, and resourcefulness.
- Excellent communication skills and a customer-oriented approach.
- Comfortable performing clerical/administrative tasks.
SPECIFIC WORK CONDITIONS
- Flexibility in working hours.
- May include travel.
SOME PERKS THAT COME WITH WORKING AT MF
- Hybrid work mode to optimize work-life balance.
- Group insurance benefits for you and your family.
- Wellness account, allowing you to claim personal expenses up to $250 per year.
- $110 inspiration account.
- Free access to Dialogue telemedicine service, to quickly respond to your health concerns and those of your family.
- 5 paid sick days per year.
- Personalized training and skills development plan through the MF School.
- Daily meals at a cost of $7, snacks and coffee available at all times.
- MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.)
If you think this position is for you, we invite you to apply now. Unfortunately, we will not be able to follow up with each candidate, so we will only contact the selected individuals. Thank you for considering a career at Moment Factory. We are looking forward to meeting you!
Your resume will be read by Julien.