Studio Ops & Resource Coordinator

Role Overview

• Proactively take charge of everyday office operations including organization, ordering studio equipment, restocking kitchen, ordering monthly breakfasts, keeping studio snacks stocked, scheduling cleaning service and maintaining overall appearance.
• Liaise with our UK-based accounting team.
• Duties include timely reconciliation of credit card statements and receipts, processing and tracking invoices, and creating expense reports.
• Coordinate resource scheduling, talent outreach and onboarding/offboarding freelance talent by tracking legal documents, and maintaining the freelancer contact database.
• Work with HR and HOP to organize internal and external events including the annual summer & holiday events, Show & Tells, Lunch & Learns, happy hours and team building.
• Track monthly expenditures for studio operations and staff entertainment.
• Open and close the studio on Tuesdays, Wednesdays, and Thursdays.
• Manage the studio calendar.
• Liaise with building management, studio improvements, repairs and maintenance.
• Professionally greet clients and guests; ensure the conference areas are set up for meetings, virtual calls are set up on time and the studio is presentable.
• Support the creative, production, new business and finance teams as well as IT.
• Collaborate with Production, IT, and HR on the successful onboarding of new employees and freelancers.
• Work with travel agent and/or research and book travel as needed.
• Manage ordering and shipping of staff & client holiday gifts.
• Ensure weekly freelance and staff timecards are completed.
• Stay up to date on potential community-building opportunities, relevant local events.
• Perform other studio-related projects as needed.

Requirements

• 2-3 years of office administration experience required, ideally in an agency or creative studio.
• Ability to be on-site in the Hayes Valley, San Francisco office Tuesday, Wednesday, and Thursday.
• Passion and curiosity for working in the creative industry.
• Experience with basic accounting support is required.
• Ability to work independently, be self-driven and prioritize a multitude of requests.
• Thrives in a fast-paced, team-oriented environment.
• Strong communication, follow through and writing skills.
• A natural problem solver and planner with the ability to creatively think on their feet.
• An outgoing “people person” with a drive to be supportive to the team.
• Being proactive and flexible are keys to success in this role.
• Excellent computer skills, including knowledge of Mac, Google Suite and Microsoft Office.
• YOU MUST HAVE THE RIGHT TO LIVE AND WORK IN THE US.

Benefits

• Event planning experience (virtual and in-person) is a plus.