Position Summary

The Studio Office Coordinator role is your gateway to the thrilling world of large-scale event production! Imagine being at the heart of a dynamic studio, ensuring everything runs smoothly for both in-house and visiting production teams. You'll work closely with the Lead Production Manager and Lead Technical PM, acting as the go-to person for our neighbors and landlords. This is your chance to shine in the production department, directly supporting the Director of Event Production.
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In pre-production, you'll dive into vendor pricing, estimates, sourcing, rentals, and purchasing, all while learning the ropes from experienced professionals. You'll set up meetings, take notes, and conduct research, gaining invaluable insights. Onsite, you'll manage vendors and clients, set up the production office, assign and track radios, handle petty cash, and manage the production runner's list of needs. Plus, you'll create lanyards, security lists, catering counts, and coordinate venue communications.

If you're a junior project manager eager to work on large events and have fun while doing it, this role is perfect for you!

Office Manager Responsibilities

• Keep the studio clean and organized.
• Restock all supplies throughout the building.
• Place orders and coordinate/track all deliveries.
• Maintain up to date inventory of swag for appropriate ordering.
• Research and manage external vendors for craft services, office supplies, and production support.
• Maintain a comprehensive calendar (including show details, onsite construction, site visits, deliveries, deadlines, studio closures, and holidays).
• Communicate with landlords for all venue needs/concerns.
• Communicate pertinent information with onsite teams in a timely manner (i.e. construction/noise, onsite time, Security).
• Coordinate with Security for questions on building access and badging, alarms, and safety concerns.
• Coordinate with production teams for talent/Executive needs.
• Update Best Practices document for all those working Reception.
• Keep spirits high with good snacks and laughs.
• Prioritize client needs & expectations.
• Facilitate a well-organized and productive work environment.
• Supports project and administrative staff to meet client and TPN business needs.
• Assists with production and administrative tasks as assigned by the PM.
• Shows adaptability to change in demand and priority shifts.
• Takes on new duties as they arise.
• Keep accurate notes and support projects and administrative team.
• Maintain facility with internal and external processes for file sharing, invoicing, and managing crews and personnel.

Qualifications

• Organizational Skills: Ability to juggle multiple tasks, projects, and responsibilities simultaneously. Strong organizational skills are crucial for managing schedules, coordinating meetings, handling paperwork, and ensuring that office operations run smoothly.
• Communication Skills: Serving as the liaison between employees, management, clients, and external stakeholders. Effective communication skills, both verbal and written, are essential for conveying information clearly, resolving conflicts, and fostering positive relationships within the office environment.
• Problem-Solving Skills: Willingness to encounter various challenges and obstacles in their day-to-day responsibilities. Strong problem-solving skills are essential for identifying issues, developing creative solutions, and implementing strategies to improve office efficiency and effectiveness. This ability to troubleshoot and find solutions independently is valuable for ensuring that the office operates smoothly even in the face of unexpected circumstances.
• Results focused: Requires innovation, idea generation and creative problem solving.  Importance on building rapport and relationships focused on achieving results. Adept at engaging the commitment of others.
• At least 1 year of experience in Office Management, plus an interest in Broadcast and Production would be ideal.

Terms

Fulltime, contract to hire position

Apply

Email sophia@tpnevents.com with your contact information and resume.