Operations Coordinator
American Film Institute
Los Angeles, CAThis was removed by the employer on 8/21/2018 12:01:00 PM PST
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Freelance Job
AMERICAN FILM INSTITUTE
JOB DESCRIPTION
POSITION: Operations Coordinator
DEPARTMENT: AFI FEST
LOCATION: Los Angeles Campus
PRINCIPAL RESPONSIBILITIES:
The Operations Coordinator is responsible for a high level of multi-tasking across all core administrative functions. In addition, the Operations Coordinator acts as a liaison across the organization to facilitate exchange of key information and ensure the Festival office functions effectively and efficiently.
PRINCIPAL DUTIES:
• Assist the Operations team with the day-to-day office logistics for temporary festival staff, including work space set-up, submitting and tracking completion of IT requests to the AFI Human Resources team, supply ordering and maintenance of coffee area, storage and paper supply.
• Coordinate the distribution of materials to new hires, which includes the Festival Policy Book and contact information sheet.
• Collaborate with the Manager, Operations on the distribution of keys and computers; update and maintains key and computer tracking logs.
• Assist the Director, Production and Operations and the Manager, Operations in the day-to-day finance and budget operations, which includes creation and distribution of purchase orders and invoices.
• Collaborate with the Manager, Operations to coordinate the distribution and recording of petty cash.
• Update and maintain the master budget and produce bi-weekly budget reports for finance meetings.
• Collaborate with the Manager, Operations in researching and soliciting potential AFI FEST in-kind sponsors. Develop relationships with all in-kind sponsors maintaining the highest standard of customer service and stewardship.
• Collect and distribute daily mail, answer general AFI FEST email inquiries and manage the 1.866.AFIFEST information phone line.
• Update, maintain and distribute the AFI FEST contact sheets.
• Collect bi-weekly activity reports for all AFI FEST staff, obtain approval signatures from the Director, Production and Operations or the Festival Director and submit to the AFI Human Resources department.
• Record minutes during weekly staff meetings and compile and distribute to the FEST department heads.
• Collaborate with the Production Coordinator on securing and distributing festival parking vouchers for staff.
• Participate in weekly conference calls with vendors, event managers and key sponsors.
• Collaborate with the Manager, Operations and the Director, Production and Operations on an efficient and timely wrap up of all financials, Human Resources paperwork and sponsor/vendor wrap processes. This includes settling the FEST petty cash account and ensuring all contract deliverables are settled with sponsors and contractors.
• Assist the Manager, Operations in the preparation and completion of the comprehensive wrap report. Create and maintain a folder of all job specific reports and files, which must be well organized and submitted to the Festival Producer during the exit interview.
• Perform other duties and responsibilities as assigned.
EXPERIENCE/SKILLS REQUIRED:
• Bachelor's degree required.
• Minimum three years experience in event and/or film production, with specific experience updating a budget, drafting invoices and working with vendors in a film or event production office environment.
• Knowledge of the international film community.
• Exceptionally detail-oriented with the proven ability to handle numerous tasks with appropriate follow-up and reporting activities while not losing sight of the big picture.
• Ability to work independently while being an integral member of a high-functioning team.
• Proven project management skills with the ability to take a project from conception through completion with minimal supervision.
• Excellent oral and written communication skills with the ability to convey complex concepts and procedures in simplistic terms.
• Strong time management, organizational and multi-tasking skills coupled with the ability to work independently and with minimal supervision.
• Strong diplomacy skills and professionalism are mandatory; this includes the ability to maintain complete confidentiality and discretion.
• Strong computer skills with expertise in Word, Excel, FileMaker Pro in Mac environment.
• Possess a positive and professional attitude with the ability to work as a member of a high-energy, results oriented team.
• Ability to work calmly under pressure.
• Personal integrity with the ability to inspire confidence and trust.
• Foreign language skills a plus (particularly, Spanish and French).
SUPERVISION:
The Operations Assistant performs all duties and responsibilities under the guidance and supervision of the Director, Production and Operations and the Manager, Operations.