Design and Production Coordinator 

Position Summary

Reporting to the Brand and Marketing Manager, the Design and Production Coordinator provides vital expertise, service and creativity while supporting activities that manage the City's reputation, enhance the corporate image, influence behaviour and cultivate awareness of the City's programs and services. You are an expert in all aspects of graphic design, production, and project management.

Working closely with Communications Advisors, graphic designers, and stakeholders across the organization, the Design & Production Coordinator ensures that every project moves through the production pipeline efficiently, on time, and on budget. This role brings structure, process discipline, and operational rigor to a fast-paced creative environment; enabling the broader team to focus on strategy and storytelling while production runs seamlessly in the background.

Key Duties and Responsibilities

• Project & Production Management

  • Provide consulting services to all levels of staff and actively manage the design and production process from start to finish
  • Meet with clients to discuss the issue/initiative, and desired outcomes and audiences
  • Own the full project lifecycle for all design and production requests; from intake and scoping through creative execution, approvals, and final delivery
  • Ensure compliance to brand guidelines, and provide advice to ensure quality standards of format and style are adhered to
  • Partner with Communications Advisors to triage incoming requests, assess scope and complexity, and assign appropriate resources and timelines
  • Develop and maintain standardized intake forms, production briefs, and request workflows to streamline how project asks are captured and actioned
  • Facilitate kickoff meetings, creative briefings, and status check-ins to align stakeholders and keep projects on track
  • Maintain a real-time production calendar and capacity plan to manage workload distribution across the design team
  • Lead continuous improvement efforts for the production workflow and identify opportunities to automate repetitive production tasks
  • Manage the team's digital asset management (DAM) system, ensuring all brand assets, templates, and completed work are properly organized, versioned, and accessible
  • Serve as the primary point of contact for production-related vendor relationships, including print suppliers, media vendors, freelancers, and external production studios.
  • Coordinate the placement of paid advertising across print, digital, out-of-home (OOH), and other media channels in alignment with campaign plans and media schedules
  • Obtain quotes, negotiate rates, and manage vendor performance against agreed service levels and delivery standards
  • Support the development of media plans by providing logistical and cost data to inform channel selection and budget allocation

Education and Experience

• Diploma in Graphic Design, Desktop Publishing, Marketing, Project Management or related discipline
• 5 years’ experience in a similar role

Required Skills/Knowledge

• Proficient in Microsoft Office Suite, Adobe Creative Suite, and project management software
• Demonstrated creative process
• Experience developing and managing various promotional and marketing material using different forms of media (video, photography, written, online, etc.)
• In-depth knowledge of AODA requirements as they apply to graphic design
• Manages organizational change through strong leadership and communication skills
• Demonstrates and encourages perseverance and resilience in difficult times
• Demonstrates strong written and verbal communication skills
• Encourages innovative thinking and new ideas
• Proven ability to oversee and track budgets
• Demonstrates and encourages excellent listening skills and different points of view
• Ensures that objectives and accountabilities are clearly communicated within the department
• Empowers staff to support a culture of learning, mentoring, and sharing
• Demonstrate the City’s corporate values of care, collaboration, courage and service

Leadership Competencies