Project Coordinator

This is a Full Time Job

Project Coordinator

Los Angeles, CA

Type: Full-time, hourly, non-exempt
Work arrangement: Hybrid. Primarily remote with a required in-office presence multiple days per week, plus on-site attendance as needed.

Reports to: Manager, Operations

This position will handle contract administration and coordination for these projects.
Position Summary

The Contract & Operations Coordinator prepares and processes paperwork, tracks engagements, and maintains the records and systems supporting our active projects. The position reports to the Manager of Operations, who sets priorities and assigns work.

The work is detail-driven and deadline-bound. Accuracy is the central requirement of the position and the ability to multitask is crucial to this role.

Prior contract administration experience is not required, but highly preferred. Training will be provided.
Responsibilities

Contract administration (primary focus)
• Prepare, review, and process performer contracts, session reports, and related payroll paperwork
• Verify performer information, engagement details, rates, and category classifications against booking records prior to submission
• Request, review, and verify confidential documentation, including employment and tax forms (I-9, W-4, W-9)
• Track contract status from preparation through execution, submission, and payment, and follow up on outstanding items
• Coordinate with paymasters, payroll companies, production accountants, and employer representatives to resolve discrepancies
• Maintain organized, audit-ready digital contract files and documentation
• Perform daily data entry with a high accuracy standard

Engagement and project coordination
• Assist with scheduling, confirmations, and calendar holds
• Prepare and distribute call sheets, engagement details, and logistics to performers and clients
• Maintain multiple databases, including contact information, credentials, categories, and engagement history
• Track deadlines and deliverables across active projects in our project management system
• Assist with coordination of project-related needs

Client and team support
• Serve as a day-to-day point of contact for clients, employer representatives, and vendors
• Collect and file performer documentation, following up on outstanding signatures and incomplete records
• Maintain client relationships consistent with the company's standards
• Support the team on day-to-day project needs and one-off assignments

Qualifications

Required
• Two or more years of experience in complex office administration, coordination, operations, or an equivalent combination of education and experience
• Exceptional attention to detail and comfort with deadline-driven paperwork where accuracy is non-negotiable
• Strong written and verbal communication skills; daily correspondence with clients
• Strong organizational skills and the ability to anticipate requirements
• Ability to carry multiple active projects at once and reprioritize without dropping items
• Fluency in Google Workspace, particularly Docs and Sheets; comfortable on macOS and able to learn new software quickly
• Sound judgment and discretion handling confidential project, compensation, and personnel information
• Must be based in the Los Angeles area, with the ability to work in-office multiple days per week

Preferred
• Experience in entertainment administration, payroll, business affairs, talent administration, or related fields
• Familiarity with entertainment union agreements and paperwork
• Familiarity with employment and tax documentation (I-9, W-4, W-9)
• Experience with Slack, Asana, Airtable or comparable collaboration and project management tools

Schedule and Travel
This is a full-time, non-exempt position based in Los Angeles. The role is hybrid: primarily remote, with a required in-office presence several days per week, plus on-site attendance at sessions and shoots as needed. Session and delivery schedules occasionally require hours outside a standard business day, including some evenings and weekends. All overtime is paid at applicable California rates. Occasional regional travel is part of the role; extended or overnight travel may be required infrequently.

Equal Employment Opportunity: The Company is committed to offering equal employment opportunity in all employment practices. The Company does not discriminate on the basis of age, color, creed, disability, marital status, national origin, race, religious beliefs, sexual orientation, gender, gender identity, veteran status, or any other classification protected by law. Employment decisions are based on an individual's qualifications, abilities, and job performance.
Other Duties: This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.