Filming Coordinator

Vancouver, BC

Experience Required
Degree Required
Employment Type
Work Schedule

Job Description


Applications are invited for a Filming Coordinator to facilitate filming for motion picture industry productions at Emily Carr. Supporting the Facilities department, the Coordinator liaises with location managers and production companies to secure filming contracts. The Coordinator collaborates with internal and external stakeholders, coordinates scheduling, reviews contracts, documents processes and proposes changes to guidelines and policies for filming on campus. The Coordinator is also responsible for all associated administrative duties, including preparing invoices for chargeback expenses. This position may involve weekend and evening work as required.

Temporary Part-Time (40%) Position (Possibility of Additional Hours)
(ASAP to 31 March 2020)
Hours to be Determined (May Involve Weekend/Evening Hours)
Pay Grade G ($26.26 to $28.11 per hour)

Some Typical Duties:

  • Assists in establishing guidelines, checklists and internal procedures related to filming on campus.
  • Performs occasional location visits or accompanies location managers.
  • Maintains the blackout calendar of campus availability for filming.
  • Tracks data associated with scouting requests such as number of requests, requesting party, date etc.
  • Prepares invoices for costs associated with filming on campus, including, but not limited to costs related to security, site management, janitorial services, etc. Sends invoices to production companies.
  • Prepares and follows-up on payment vouchers.
  • Files documentation on the shared drive, and creates and maintains a physical filing system.
  • Liaises with internal departments at ECU such as Communications and Finance to ensure the community is aware of filming on campus, and that information is distributed in a timely manner.
  • Liaises with Creative BC and maintains ECU’s webpages on the Creative BC platform.
  • Liaises with Location Fixer Vancouver.
  • Reviews filming contracts with production companies, and presents to the President’s Executive Committee (PEC) for approval.
  • Performs budgetary controls to ensure costs are recovered to the fullest extent possible, and reports analysis to PEC.
  • Performs initial read of scripts to ensure they are aligned with University standards & guidelines.
  • Uses Basecamp for task management.
  • Writes reports on the success of film projects as required.
  • Ensures that proper signage is present on campus, before and during productions.
  • Ensures that neighbouring communities are advised before productions take place.
  • Attends weekly meetings with relevant internal stakeholders such as Events, Facilities and Technical Services.
  • Keeps current with industry standards.


Job Requirements
Required Qualifications

Bachelor’s degree in a related field.
Minimum two years’ related experience in the film industry.
Or an equivalent combination of education and experience.
Knowledge of filming production cycles.
Proficiency in Microsoft Office and Basecamp.
Ability to edit policies and procedures.
Ability to work under minimal supervision in a high-pressure, fast-paced environment.
Highly developed organizational, communication and interpersonal skills.
Problem-solving skills, sound judgement and ability to observe confidentiality.

Preferred Qualifications
Additional Information

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Metis and Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.