Studio & Business Development Coordinator - LA Office

Los Angeles
Administration
Full-time
The job description is only in English because speaking French is not a requirement for LA's office.

POSITION’S OBJECTIVE

The Studio/Business Development Coordinator is responsible for accommodating the internal and external clients and employees, as well as to maintain an efficient and comfortable office environment. He/she ensures the reception of all calls, clients, and new business leads.
 
Besides the responsibilities of reception, the Studio/Business Development Coordinator assists the LA Office Director/Producer, the Creative Director, and the project team(s) in various tasks. He/she establishes clear and daily communication with the HQ, based in Montreal, Canada and inputs business lead information into our central database on a daily basis.
 
In collaboration with the LA Office Director/Producer and/or Project Manager, the Studio/Business Development Coordinator must support the creation and production processes by mobilizing various resources while continuing as a strong liaison between all the team members and clients.

FUNCTIONS AND RESPONSIBILITIES

1.     RESPONSIBLE OF THE OVERALL STUDIO COORDINATION:
·       Handle incoming calls, greet visitors, and clients in the studio;
·       Prepare, coordinate, and sign for all packages/mail, including the services of express courier and mailing post;
·       Make/coordinate business reservations for internal team members;
·       Manage inventory and purchase office supplies with suppliers as needed;
·       Ensure the functioning of fax, printers, copiers, etc. and coordinate the repair and maintenance;
·       Supervise and manage the work of the person(s) in charge of equipment maintenance and custodial work;
·       Assist the company with various administrative tasks: correction, translation, file archiving, note taking at meetings, updating guides and many other documents;
·       Manage and update subcontractor list and vet potential freelance hires for the LA Office Director/Producer and Creative Director;
·       Prepare workstations as needed for incoming freelancers;
·       Manage Production Assistants to ensure they are properly tasked;
·       Daily upkeep of new business leads and entry of lead information on a daily basis;
·       Manage the calendars related to the LA Office as well as the LA Office Director/Producer, and Creative Director;
·       Prepare video conferences, presentations, clients meetings, and printing of any presentations needed;
 
2.             IN COLLABORATION WITH THE LA OFFICE DIRECTOR/PRODUCER:
·       Prepare service proposals and presentations to clients;
·       Act as main contact point among assigned team members;
·       Serve as a Point of Contact for LA Office Director/Producer and Creative Director
·       Control quality of all documents produced and sent from the LA Office (i.e. has to proofread, revise and correct);
·       According to instructions provided by LA Office Director/Producer, identify internal/external resources and search/identify best suppliers for the production of the project;
·       Attend after hour business development and market events with the LA Office Director/Producer and Creative Director, as needed.
 
3.             IN COLLABORATION WITH THE PROJECT MANAGER AND/OR THE PRODUCER:
·       Complete documentation required at the beginning of the project;
·       Prepare calendar of projects and share with team members;
·       Prepare contracts for freelancers and subcontractors from our company templates;
·       Control and manage activities linked to the project and follow-up with resources, subcontractors and suppliers;
·       In collaboration with the Multimedia Directors and Media Archivist, ensure digital filing as per our company’s requirements including maintenance, updating, and monthly file transfers to HQ;
·       Lead project coordination meetings including post mortem and ensure efficient distribution of work in order to respect the hours allocated to a project.


POSITION’S EXPECTATIONS & REQUIRED QUALITIES
·       BA or equivalent education from a nonprofit, accredited school of higher education in film/media studies and/or production, communication, or management;
·       2 to 3 years of work experience as a studio coordinator, project coordinator, or equivalent in the field of film/media production, audio/visual post-production, architecture, event or other pertinent field;
·       Advanced proficiency in English both written and spoken — knowledge of French, a major bonus;  Spanish, Japanese, and/or Mandarin languages are a plus;
·       Proficiency in Google Suite (Docs, Calendar, Sheets, etc.) and MS Office (Word, Excel, Outlook, etc)
·       Proficiency in Apple OS;
·       Familiarity with Adobe Creative Suite
 
QUALITIES
 ·       Attention to detail, ability to manage priorities, and maintain long-term/recurring tasks;
·       Friendly, Warm, and Charismatic personality
·       Autonomy, initiative, adapts easily and exceptional organizational agility;
·       Demonstrated ability to handle and carry out multiple task simultaneously, to work under pressure and in a team;
·       Good sense of responsibilities and ability to meet deadlines;
·       Ability to quickly learn logistics specific to the production process of multimedia projects;
 
 
WORK CONDITIONS
·       Flexibility in work schedule;
·       Occasional manual labor (lifting office furniture, workstations, etc. (< 40 lbs)
·       Occasional travel to Montreal HQ and/or other foreign countries;
·       Occasional off-hours meetings with international clients;
·       Car needed for travel in Southern California and Western US (Las Vegas, San Diego, etc.)