Business Development Coordinator - Advertising department

Company Description

Repeatedly voted one of Montreal’s Top Employers and Employer of the Year for the 2022 Mercuriades Awards, Rodeo FX is a high-end creative company offering services in visual effects, advertising, animation, and experiential.

Nominated for 3 Emmy® Awards for its work on the series Stranger Things season 4, The Witcher season 2 and Foundation season 1, the independent, Oscar®-winning company boasts close to 800 artists.

As a multilateral creative company, Rodeo FX's Ads & Experiences department here to bring the most innovative projects to life. With a high level of attention to detail and an almost stubborn determination to get things right, we generate a creative product of the highest calibre. We are creative to the bone, storytelling is in our blood, and collaboration is in our DNA.

We evolve our artists through projects of multiple vocations. Moving from installations to content, from music videos to local and international advertising, from museum mandates to projection, while mixing in augmented reality or digital experiences, it’s easy to immerse yourself in our world.

Job Description

The role of the executive producer is to manage and oversee the technical and artistic aspects of the production of photo and video projects by ensuring deadlines, client requirements and budgets are met while representing the interests of the company. The person must plan and implement strategy, decide on the allocation of resources and then select the organization to carry out the projects. 

Main responsibilities:

Reporting to the Executive Producer (Toronto), the Business Development Operations Coordinator keeps the bidding engine running. You’ll prepare and format bidding packages, maintain our CRM and data systems, coordinate meetings, and track follow-ups so that bids go out on time and nothing falls through the cracks. It’s a pivotal role in helping RodeoFX meet its revenue objectives while delivering a premium client experience. 

Bid Preparation & Follow-Up

• Prepare and format bidding packages and related documentation.
• Ensure timely delivery of bids in collaboration with Executive Producers (Toronto & LA).
• Track post-bid actions, follow up with internal and external stakeholders, and maintain accurate status records.

Data & Systems Management

• Create, maintain, and organize client databases, contact lists, and training documents.
• Keep CRM and tracking tools accurate and up to date, in coordination with other departments.
• Maintain dashboards and KPIs to ensure data integrity across all projects.
• Surface insights and follow-up opportunities for Executive Producers to act on.

Team Support & Organization

• Coordinate team meetings and screenings – scheduling, agendas, and action items.
• Archive all received and sent documents on shared drives, following approved naming conventions.
• Maintain and update RodeoFX’s showreels, build presentations, and coordinate custom reels.
• Work with finance and production teams to gather invoicing information and facilitate project closures.

Communication & Collaboration

• Maintain clear, professional communication with Executive Producers and internal teams.
• Demonstrate discretion and represent the Business Development department positively.

Qualifications

• Minimum 1 year of experience in a similar role within a dynamic team environment.
• Advanced proficiency in Microsoft Excel (formulas, complex templates) and Google Sheets.
• Strong organizational skills and exceptional attention to detail.
• An autonomous, proactive mindset, you take initiative and find solutions under tight deadlines.
• Excellent written and spoken English, with strong spelling, grammar, and proofreading skills.
• Professionalism and discretion when handling confidential information.
• French language skills (nice to have).
• Experience with Monday CRM and Flow, or other CRM platforms.
• Advanced knowledge of Google Workspace tools.

Additional Information

Diversity : At Rodeo FX, diversity is a core value. We’re committed to creating an inclusive, equitable workplace where different perspectives are embraced. Every team member brings unique insight that strengthens our creativity, challenges our thinking, and helps us deliver better work.

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