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Operations Coordinator

3 weeks ago

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Back Office Assistant Job Description

This is a critical role that supports our operations team in ensuring seamless execution of creative production.


Key Responsibilities:
  1. Vendor & Finance Support:
    • Collect and verify bills, quotes, and payment requests from vendors, freelancers, and rental partners
    • Coordinate with the finance team to ensure timely submission and processing of payments
    • Maintain up-to-date cost trackers for equipment, props, travel, and logistics
  2. Footage & Drive Management:
    • Log and track the movement of hard drives and footage between campuses, editors, and post teams
    • Perform first-level file naming and folder hygiene checks before QC or editorial handoff
    • Coordinate with creative ops lead for NAS/cloud uploads and footage backups
  3. Documentation & Reporting:
    • Maintain clear records for all shoot-related assets, expenses, and approvals
    • Ensure internal documentation standards are followed (Google Sheets, Drive, Trello, or internal tools)
    • Support creative operations in preparing weekly summaries and report updates
  4. Team & Vendor Communication:
    • Liaise with editors, production assistants, and stakeholders on asset handovers and follow-ups
    • Coordinate with vendors for delivery timelines, invoice clarifications, and payment statuses
Qualifications & Requirements:
  1. 1–3 years of experience in back-office coordination, preferably in media, production, or operations
  2. Strong command of Excel/Google Sheets and cloud storage tools (Google Drive, Dropbox, etc.)
  3. Attention to detail and the ability to manage multiple threads without dropping the ball
  4. Bonus: Experience using tools like Trello, Notion, or ERP systems
Why This Role Matters:

Be the operational backbone behind a fast-growing content team. Gain exposure to creative workflows and media production logistics. Work with a multidisciplinary team of editors, producers, cinematographers, and finance professionals.