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Office Coordinator

3 months ago

Vancouver, Canada Circle Productions Full time

Circle Productions is hiring

We’re looking for an **Office Coordinator** to start in our Vancouver office ASAP.

**What is the role?**

The Office Coordinator is a full-time position which involves reception, administrative and executive assistant duties. Being stationed at our front desk, you will find yourself at the epicenter of our office, greeting visitors and fielding a wide range of requests. You will be responsible for ensuring that the office is kept in presentable and efficient working order. You will also be tasked with supporting our executive producers and freelance production teams. If you are interested in a career in commercial film production, this can be a great position to gain exposure to many aspects of our business and assist you in finding your own particular niche within the industry.

**Duties Include**:
**Executive Producer / Bidding support**:
Research for potential projects:

- Reviewing creative documents (i.e. agency scripts and storyboards, director treatments) to identify project requirements
- Researching feasible location options and gathering visual reference (via location scouts, film commission offices, Circle’s own location database and other creative research platforms)
- Building basic websites to present locations options to clients
- Maintaining location database: refining our database, adding newly scouted photos, proposing solutions for more efficient location research.
- Research could be required for just about anything sourcing an animatronic moose head, a wing-suit team in the Fraser Valley, or a bicycle shop to craft a 7-seat tandem bike for a family of 4, their dog, their cat, and their goldfish, etc.

**Production support**:

- Assisting freelance production teams throughout their time at Circle
- Providing office information and resources upon project start-up
- Ensuring clear and efficient communication between freelance crew and Circle staff
- Scheduling and booking of office space and equipment
- Managing holds and bookings for hotels, flights, stages/studios, equipment and crew

**Reception/ Admin duties**:

- Buzzing in, greeting & directing visitors
- Answering and directing general phone calls (most calls are direct through an automated phone system)
- Maintaining an organized and presentable office environment for staff and crew
- Keeping the kitchen, supply room and printers stocked
- Coordinating shipping/couriers for multiple departments and freelance teams
- Maintaining job lists, calendars and other shared resources
- Inter-office memo distribution
- Coordinating service/repairs for office equipment
- Tracking and archiving of project content upon completion

**What we are looking for**:

- Applicants with an outstanding ability to multi-task and adapt to shifting priorities
- Comfortable in a fast-paced work environment (excellent time management and organizational skills) and able to self-motivate under mínimal supervision
- Proficiency with Mac environments, Microsoft Office, iCloud, Dropbox
- Tech savvy (comfortable adapting to new software and assisting with tech troubleshooting)
- Proactive: especially when work slows down and there isn’t anything pressing to do, it’s very important that this time is used to get organized and make sure you’re in a good position to handle the next busy spell
- Excellent communication skills (verbal and written)
- Positive attitude, excellent interpersonal skills and an ability to maintain a work-life balance

**Salary**: $45,000.00 - $50,000.00 per year

**Benefits**:

- Extended health care

Schedule:

- Monday to Friday

**Job Types**: Full-time, Permanent

Pay: $45,000.00-$50,000.00 per year

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2024-06-03