Reporting to the Executive Producer LA, 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.
Main responsibilities:
Bid Preparation & Follow-Up
- Prepare and format bidding packages and related documentation.
- Ensure timely delivery of bids in collaboration with Executive Producers (LA & Toronto).
- 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.