Project Coordinator

Date Posted: Dec 02, 2019
Application Deadline: Dec 17, 2019
Start Date: Jan 27, 2020

Salary From: 45K To 50K
Province: Ontario
Region: Metro Toronto Area
City: Downtown Toronto
Employee Benefits: Health, Pension, Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: Doesn't apply
Job's focus: Administrative
Job Type: Full-time
Career Level: Intermediate

Organization Description


FACTOR (the Foundation Assisting Canadian Talent on Recordings) is a public/private partnership that supports the production of sound recordings by Canadian musicians and helps Canadian music companies make recordings available to a wider public.

FACTOR is committed to reflecting the diversity of the Canadian population in its programs and operations. We are committed to ensuring universal access to all funds and services, including all musical expressions and talent. We will also in our work encourage these values of diversity and inclusiveness within the broader Canadian music sector.

We are dedicated to providing assistance toward the growth and development of the Canadian music industry. We administer funds from the Department of Canadian Heritage through the Canada Music Fund, and from Canada’s private radio broadcasters. FACTOR has been managing federal funds since the inception of the Sound Recording Development Program in 1986 (now known as the Canada Music Fund).

Support is provided to Canadian recording artists, songwriters, artist managers, record labels, music publishers, distributors, and event producers through numerous programs. Whether an artist is looking to record a few tracks, a full length sound recording, market and promote an existing album, or showcase and tour at home or abroad, funding is available. FACTOR supports the infrastructure that must be in place in order for artists and music entrepreneurs to progress into the international arena.

FACTOR maintains an office and staff in downtown Toronto, along with Regional Education Coordinators (RECs) located across Canada. We are governed by a Board of Directors with representatives from the radio broadcast and independent music sectors, with consultation from our National Advisory Board, comprised of representatives from the provincial and territorial music industry associations, the Canadian Independent Music Association, the Canadian Music Publishers Association, and the Music Managers Forum.

Job Description

The Project Coordinator is the key point of contact for clients throughout the granting process. They provide support at all stages: helping clients navigate programs and the online application system, reviewing applications and preparing recommendations for approval or rejection by the Board of Directors, assisting recipients with the reporting process once projects are completed, and verifying requirements are met. Reports to Manager, Client Services.


  • A minimum of 3 years of professional experience in an administrative environment
  • Experience in and strong knowledge of the Canadian music industry
  • Customer service experience
  • Strong computer skills, especially Windows and MS Office suite
  • Excellent communication skills, both written and verbal
  • Professional experience with budgets and related transactional documentation
  • Time management skills, and maintaining productivity in busy and slower periods
Additional Assets
  • Post-secondary education in a music industry program, arts administration or a related discipline
  • Microsoft Dynamics 365 or similar ERP/CRM systems experience
  • French language proficiency
  • Grant writing or arts funding experience
  • Experience with business plans and financial statements
  • Experience working with underserved communities within the Canadian music industry e.g. women/non-binary, indigenous, persons of colour, persons with disability, LGBTQ2
Essential Functions & Responsibilities
Client Relations
  • Create a positive client experience by understanding and meeting their unique needs quickly, professionally and accurately.
  • Take ownership when clients experience a problem and take appropriate steps to resolve it.
  • Handle complaints and problem solve for clients.
  • Maintain client confidentiality at all times, consistent with FACTOR’s policies and current privacy laws.
  • Understand all detail and requirements of programs, eligibilities and forms relating to programs and advise applicants accordingly.
  • Meet with applicants to inform on programs or discuss applications as required.
Profile and Project Processing
  • Review artist and applicant profiles to determine eligibility based on FACTOR guidelines:
    • verify citizenship;
    • verify various success metrics, required activities and revenues.
  • Review applications and completion reports:
    • determine eligibility of activities applied for or reported on by client applications and completions based on program guidelines;
    • confirmation of receipt of all required documentation;
    • review budgets and determine eligible/ineligible costs.
  • Tracking regular client communication.
General Functions and Responsibilities
  • Perform research on initiatives, artists, events, etc, as required.
  • Responsible for maintaining workflow to meet FACTOR service standards; ensure that files are processed in a timely manner.
  • Maintains thorough records of applicant’s information, project developments, funding requested, supplementary information, etc.
  • Provides project and applicant information to management as requested.
  • Assisting in program development and other projects in coordination with Manager.

Additional Info:

Starting Salary is $47,000.

35 hours per week. FACTOR offers flexible work hours between 8am and 6pm.
Evening and weekend work, plus travel occasionally required when representing the organization at industry events.
FACTOR prioritizes work-life balance and supports physical and mental wellness. FACTOR provides increasing vacation time and paid absence days for all employees. Following a 3-month probation period, employees have access to a generous group insurance benefits package (including drug, dental, extended health care, health spending account, life insurance, ADD, critical illness, and an employee assistance program). Following the completion of two years, employees receive an ongoing RRSP amount equal to 5% of salary.

How to Apply:

Please send a resume and cover letter in a single PDF with “Project Coordinator Application” in the subject line to: Additionally, complete this survey as part of the application process. Application and survey are due by December 17, 2019.
We are an equal opportunity employer that promotes a diverse, inclusive and accessible workplace. By embracing diversity, we build a more effective organization that empowers our employees to be the best that they can be. We are committed to creating a working environment that is barrier-free and we are prepared to provide accommodation for people with disabilities.
FACTOR is committed to providing accommodations throughout the interview and employment process. If you require an accommodation, we will work with you to meet your needs.


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