Production Coordinator

Location: Los Angeles, CA

Department: Idea Production

Type: Full Time

Min. Experience: Entry Level

The Team One C.O.R.E.

C = Collaborative

Builds and sustains strong, genuine relationships with people of all levels and takes positive steps to extend network and cultivate connections. 

O = Optimism

Is utterly reliable, always delivering on promises and maintains the highest standards of honesty and integrity.

R = Results-Driven

Acts strategically to exceed goals and has the ability to adapt to changes in process and execution. 

E = Entrepreneurial

Constantly looking for and identifying actionable and thought provoking opportunities for the company and executing them.

 

GENERAL SUMMARY

The Production Coordinator is the administrative support person for the Idea Production department, which is made up of a number of groups that provide a broad range of production services. The Coordinator’s primary function is to provide the support, training, space management and miscellaneous assistance needed to ensure the groups’ internal processes run smoothly.

 

The Production Coordinator anticipates what needs to be done to help the department operate smoothly and efficiently. She/he focuses on organizing information and documents, has a resourceful approach to providing solutions, and is proficient at multi-tasking and prioritizing several simultaneous assignments. Having a clear understanding of agency systems and requirements provides them with the insight needed to best support the Production department. The Coordinator must enjoy working with a large, changing team in an open, social, and proactive manner. Duties include frequent collaboration with many other agency groups.

 

­­­  Day to Day:

  • Distributing mail, work orders and estimates.
  • Updating and distributing status reports, spreadsheets and charts.
  • Managing expense reports.
  • Arranging meetings.
  • Ordering meals and organizing department events.
  • Assists in managing department files and storage.
  • Generates purchase orders and traffic invoices.
  • Processes freelance request forms, freelance offer letters and pay logs.
  • Administers a “Check-In and Check-Out” process for people joining or leaving the department.
  • Organizes and traffics time sheets for hourly staff and freelancers.
  • Assists with financial tool tasks (running reports, setting up new vendors).
  • Administratively collaborates with multiple agency teams.
  • Takes shifts filling in at the reception desk.
  • Maintains the department’s contact lists and email lists.
  • Assists with server storage maintenance.
  • Maintains confidentiality.

Skills/Requirements:

  • Has strong communication (verbal and written) skills.
  • Is organized and detail-oriented.
  • Has a proven ability to prioritize and work in a team setting.
  • Is proficient with Microsoft Office and email, including calendaring.
  • Has proven skills in creating reports and spreadsheets.
  • Is able to multitask successfully, keeping a number of assignments and priorities on track.
  • Communicates effectively with internal and external groups.

Education: A bachelor’s degree is preferred.

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