Job Title: Dispatch Coordinator, Full-time
Hourly Base Rate: To be confirmed based on experience
Hours of Work: 40 hours a week
Work Days: Monday to Friday – 9:00am to 5:00pm, Occasional Evening and Weekends
Union: Canadian Office and Professional Employees Union Local 342
Closing Date: June 12, 2026 at 5:00 pm
About the Role
We’re seeking a highly organized and detail-oriented Dispatch Coordinator to join our team. In this fast-paced role, you’ll be the vital link between our members, productions, and operations—ensuring every call is filled accurately and on time, managing our job board, Run of Show, and day-call process, and maintaining member records with precision and care.
If you thrive in a dynamic environment, excel at multitasking, and have a passion for delivering exceptional service, we want to hear from you.
What You’ll Do
Dispatch Operations
- Manage the job board and posted calls; ensure timely and orderly dispatch
- Run and update the Day Call List on the website
- Produce availability lists, confirm call times, and manage availability input
- Ensure compliance with Collective Agreement dispatch schedules and processes
- Process show calls and provide support to the Assistant Business Agent
Member & Permittee Administration
- Process permittee signups; verify eligibility and documentation
- Maintain accurate member profiles, including positions, skills, and qualifications
- Coach members on portal use and respond to ASAP calls
- Review and approve Run of Show permits, variances, and requests with Assistant Business Agent oversight on counterpart considerations
- Ensure fair and equitable dispatch processes
Contracts, Permits & Documentation
- Distribute fully executed Production Contracts and file appropriately
- Sign off on work permits within guidelines; escalate exceptions
- Support investigations by supplying dispatch records and availability logs
- File appropriate documentation with the Labour Board
Certifications & Compliance
- Maintain skills, safety certificates, and license records
- Update member files with current certifications
- Review and document expired or missing certificates
Communication & Coordination
- Provide clear, timely information to members, productions, and internal stakeholders
- Coordinate occasional craft service shopping
- Provide front desk coverage during breaks
Systems & Continuous Improvement
- Update job manuals and dispatch SOPs annually
- Recommend process and portal improvements to enhance efficiency and member experience
- Maintain the Production Calendar and update production status in the database
What You Bring
Education & Experience
- Post-secondary degree or certification in a related field
- Minimum 2 years of verifiable administrative experience
- Experience in scheduling, dispatch, workforce coordination, or similar administrative roles
- Experience working within unionized environments
Technical Skills
- Advanced proficiency in Microsoft Office Suite and ability to learn new software
- Proficiency with databases, spreadsheets, email tools, and website/portal management
- Knowledge of industry positions and qualifications, or ability to learn quickly
- Working knowledge of Collective Agreements (e.g., turnaround rules) is essential
Core Competencies
- Strong analytical and problem-solving abilities
- Highly organized, self-motivated, and deadline-oriented
- Excellent accuracy and follow-through in fast-paced environments; remains calm under pressure
- Flexible and adaptable to changing priorities
Communication & Interpersonal Skills
- Clear, concise, and professional communication with discretion and confidentiality
- Customer-service mindset with ability to build strong working relationships
- Ability to foster a positive and professional office environment
Physical & Scheduling Requirements
- Availability to work in-office Monday to Friday, 9:00 AM to 5:00 PM, and occasional evenings and weekends
- Ability to lift to 20 pounds
Why Join Us?
You’ll play a critical role in supporting our members and productions, ensuring smooth operations and fair dispatch processes. This position offers the opportunity to work in a collaborative environment where your organizational skills and attention to detail make a real impact every day.
How to Apply
Submit your resume and cover letter outlining your relevant experience and why you’re the perfect fit for this role to:
Tara Biener
Operations Manager/Member Services Coordinator
IATSE Local 856
Email: [email protected]
Benefits:
- Casual dress
- On-site parking
Work Location: In person
