Administrative Assistant

Job Locations US-CA-San Francisco
Posted Date 7 months ago(11/15/2019 3:55 PM)
# of Openings


The Studio Coordinator is responsible for front desk reception duties, being the first face and voice greeting visitors to the studio.  In addition, this role supports the studio and facilities operations.


Reception / Administrative Assistance / Studio Operations

  • Open the studio each day at 8am. Prepare studio for the day, ensuring the space is orderly and clean
  • Prep (and operate) facilities for clients
  • Answer and direct incoming calls
  • Greet and direct visitors/clients/freelancers
  • Administrative tasks, such as maintaining the studio mailing list, data entry from various people/departments, and tracking of studio expenses
  • Create parking documents and monitor. Call in for tickets/towing and be available when DPT arrives daily
  • Open mail and scan/email/FedExto appropriate recipient(s). Receive /organize/ distribute packages (packages stack up in the reception area) 
  • Maintain van keys and van sign-out sheet
  • Laundry for linens and towels weekly, as needed
  • Direct the general operations of the studio, including studio maintenance, maintaining vendor relationships, and overseeing studio security
  • Manage studio budget by overseeing general studio purchases and approving vendor invoices
  • Maintain and allocate studio resources, such as folding tables, folding chairs, styling supplies, space heaters, etc.
  • Track and maintain studio supply: replenish studio supplies as needed including drinks, snacks and general office supplies, make trips outside the studio as needed
  • Maintain studio’s overall aesthetic, including plants and main areas, like reception, conference room, lounge, kitchen, bathrooms, etc. Clean up the conference room after meetings or meals.  General clean up at the end of each day, taking out trash when necessary
  • Provide direction to the Studio Custodian. Create solutions for housekeeping problems, reinforce house rules with staff and crew, etc.
  • Coordination and arrangement of studio meals and snacks. Overseeing catering setup
  • Keep supply cabinets, closets and shelving racks neat and organized
  • Coordinate studio parties, events and meetings
  • Oversee a rotation of studio artwork for general décor
  • Support the Production and Operations teams by running studio errands on an as needed basis

Financial Responsibilities 

  • Onboarding associates and contractors, vendor setup, reconciling purchase orders, receiving, organizing and approving all contractor invoices  
  • Generate a high volume of purchase orders, allocating costs to jobs and divisions, etc. Collaborate with the Finance department to ensure prompt payment.  
  • Manage advances for production crew  
  • Work closely with financial controller to assure complete reporting and accurate coding of all project invoices, vendor and payroll costs, and cash flow projections.  
  • Generate Certificates of Insurance for location shoots  
  • Manage the petty cash  
  • Create WorkMarket assignments for producers on request (they are mainly responsible for this task, but it does happen due to low bandwidth or technical issues.)  
  • Vendor Onboarding through Finance. Educate vendors on invoicing guidelines, act as support, and reach out to vendor if changes are needed  
  • Request AP to update Netsuite vendor profiles when necessary: contact info, updated W9, banking
  • Monitor SF Custom PO report in Netsuite. Escalate aging POs for payment and contact vendors to research and retrieve invoices. Update PO totals. Complete by month end
  • Onboarding Crew in WorkMarket and walking thru post-registration items (bank account linking, tax info, profile set up). Manage Process and NS alignment
  • Confirm rates and fee breakout with agents. Ensure paid talent rate is accurate. Create agent PO for fees and expenses, and request producers to update assignment rate as needed
  • Run WorkMarket reports for PO review. Create POs when missing
  • Train staff in WorkMarket and Netsuite usage and act as continued support


  • 2 years college
  • Minimum of 2 years' reception or administrative assistance
  • Familiarity with commercial photography studio or related business
  • Excellent people skills
  • Data entry experience


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