Casting Production Coordinator

The Casting Production Coordinator (Freelance) will perform administrative, casting and operational duties supporting productions and the motion capture department, in accordance with specific guidelines and procedures.

Responsibilities:

The main tasks are to:

• Be present on a regular basis at the studio to welcome and accompany talent during recording sessions and as needed, during auditions and rehearsals.
• Liaise with security and reception to grant access to actors for upcoming sessions.
• Enter talent information, sessions, and casting data into the company's internal database.
• Generate contracts and purchase orders, liaise with external parties for signatures or invoices, and facilitate processing with the accounting department.
• Arrange travel logistics and immigration paperwork for actors as necessary and compile expense reports for their expenditures.
• Contact talent and agents to check availability and book performers.
• Provide quotes for talent and casting budgets.
• Track talent expenditures.
• Create schedules and facilitate coordination for voice recording sessions, reserve studio time and book voice directors.
• Schedule makeup artists when required and helping set up/reserve the rooms for the scan sessions.
• Handle insurance requests for actors who require coverage.
• Apply watermarks and password protection to scripts and send materials to performers and voice directors.
• Set up studios for sessions, including providing water, tea, and other necessary items for talent and the production team.
• Assist with photocopying documents and assembling cast and crew script binders for shoots.
• Archive footage of actors from shoots in the company's database.
• Set up and maintain various planning and follow-up tools, as well as team calendars.
• Partner with local and global core teams to understand the vision of the production and find the best talent to fulfill each role according to project budget.
• Advise on union rules, rates and regulations across a variety of projects.
• Build and maintain relationships and liaise with talent, agents, directors, ACTRA, AFBS, etc.
• Create and maintain actor tracking lists and databases.
• Carry out all other related tasks.

Qualifications

Education:

• Diploma or Degree in project management, audio, theatre, film/TV production or any other related field.

Relevant experience:

• 3 years+ experience casting for voice-over, theatre, film or television productions or talent agency(ies).

Qualifications:

• Able to work at the speed of the business and meet tight deadlines and manage several projects at once.
• Exceptional time management, organizational and problem-solving skills.
• Comfortable working with stakeholders at all levels.
• Works autonomously and is resourceful.

Knowledge of:

• Working knowledge of Office Suite (Excel, Word, TEAMS etc.) + familiarity with project management software (e.g., Click Up, Jira).
• Knowledge of the entertainment industry, agents & unions is an asset. Familiarity with ACTRA preferred.
• Basic knowledge of the video game industry is an asset.
• French fluency a strong asset.