Office Administrator

This is a Full Time Job

DigitalFilm Tree, a post and production veteran facility in Los Angeles, is a leader in cloud based dailies, remote editorial and finishing, VFX, archival services and on site/in house needs. We are an authority in cyber security for media & entertainment with ongoing R&D efforts that have contributed meaningful software applications to our community. As a multi talented collective of thought leaders, DigitalFilm Tree is hoping to add another super hero to our team - the glue of our team, the Office Assistant!

The role of DFT's Office Administrator encompasses a myriad of duties, from keeping phones, deliveries and pick ups covered, to keeping the facility sanitized every hour for the health and safety of our minimal on site staff, while pivoting quickly when one of those staff members has an urgent or client facing need. This role will also directly support and be an extension of our Chief Operations Officer who supports and serves every single department - flexibility, fast on your feet, clear and concise communication are critical to this role. If you love ''The West Wing,'' you're going to love working with our COO. Seriously, don't be shy about sending your long winded essays about the critical role Charlie played in the Bartlet Administration.

Soft Skills we seek:

• Interdisciplinary: meaning we all possess more than one strength across the scope of facility needs (i.e. our CTO is also our Senior Colorist, our Director of Content is also an authority in billing and data security, our Online Editor is also one of our content producers, etc.)

• Clear Communicator: Context is incredibly important to us. Because of the large scope of innovation we put forward, teams could easily lose track of what hand is doing that impacts the other. We prioritize efficiency, but never at the cost of leaving anyone in the dark.

• Endlessly Curious: While we respect the advancement being made outside of DFT, we know we have an incredibly gifted team of people in house who are and have built some of the most progressive M&E platforms in use on cutting edge shows. So we're constantly learning, building, breaking, battle testing and imagining new solutions for our client partners and do our best to remain brand and workflow agnostic.

What we're looking for in this role (in addition to comfort with the above):

Working in a fast-paced and busy facility, the Office Assistant is responsible for managing the heavy rotation of calls, deliveries, upkeep of common areas, ordering lunches, planning office events (on site and remote) to honor staff birthdays, holidays, etc. They also manage supplies for facilities management like kitchen, bathroom and printing needs.

Responsibilities Include:

• Significant project management in keeping track of receipts, office supplies, team preferences, birthdays, in bound deliveries (like media drives and machinery) and ensuring we never run out of supplies for the kitchen, bathroom, printers, and basic office supplies (i.e. pens, paper, post its, etc.)

• Phones - you are both a gate keeper, protecting the time of all those on site, as well as the very first or only touch point someone may have with our company. How you speak to people matters and we need to know we can trust you with our people and how we're being represented to anyone turning to us for support.

• Security Cameras and property awareness falls to the Office Assistant who is one set of eyes on our cameras. You'll alert various team members should their be an issue on property, you'll issue guests security badges (when we actually have guests again), and you'll be mindful of our neighborhood to ensure we're being a good member of our tiny Cahuenga community.

• Learn. Yep, that's a responsibility. We cannot teach ambition. Most folks at DFT have grown immensely from their first day to where they are now, with a large number of our team having been with us for over a decade. The number one responsibility of any DFT'er is to stay curious. Every single job here matters. Every single job here supports someone else on the team. We are interdependent and interdisciplinary.

• Covid Safety Protocols: While we are thankful that there is a lot more science and safety, we do closely monitor local and national needs to be mindful of our small staff's health. You manage distribution and stocking of rapid tests, and are a part of the team ensuring that staff is cleared to be in office, as well as scheduling PCR tests with our concierge provider when a staff member needs testing before set visits or after travel.

• Billing Support: the Office Assistant provides a necessary hand to our accounting department, by facilitating weekly scanning and filing of financial documents, managing and filing receipts, and copying/scanning any additional financial documentation required.

• Honoring and supporting team members. Their birthdays should matter to you deeply. This is a hard enough time to try and connect, we want to make sure that our people know they're seen, valued and cared for - not everyone loves a big hulabaloo, but everyone does appreciate knowing they matter.

• Coffee. We cannot stress this enough. You're going to need to make a mean cup of coffee. This office is full of admitted coffee snobs with a borderline consumption problem.

• Lunches, Dinners, Catering - you'll be responsible for our twice weekly on site lunches (which may increase to 3x during busier seasons) and dinners for those working late - both lunches and dinners are also often extended to our team working from home, so you'll place orders you never see, but also need to check in with staff after delivery to ensure all went well and they're not left to solve for issues with their meals. Catering and holiday meals/parties are frequent and we do rely on you to be a part of crafting and executing those events, being mindful of the many on our team who are GF, Vegan, or have a host of allergies. Food is a love language we take seriously!

Experience & Education:
• High end hospitality background preferred.
• Media & Entertainment background a strong plus.
• Billing or accounting strengths are helpful.
• Previous experience in direct support of a management role - having to anticipate needs - very helpful.
• Project management experience within Entertainment a strong plus.

If the above sounds like you and you're looking to join one of the strongest and most innovative teams in town, we'd love to hear from you!