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Job Description

Office Administrator

Rate TBD
Location Toronto, ON Canada (On-site)
Type of project Administration Customer service, Purchasing / Inventory
Duration contract ongoing
Education required Some college/University
Years of experience Less than 2 years
Type of employment N/A
Area of Specialization Business
Languages required N/A
Workhoppers Toronto ON
Description
Job Description

JOB SUMMARY

Providing administrative support through regular schedule and budget updating, responding to customer calls and email inquiries, providing basic equipment and product recommendation in a busy, detailed focused fabrication, rentals and sales facility supporting the Canadian feature film and television industry.

ORGANIZATIONAL STRUCTURE

The ideal candidate will report directly to the Business Manager, with subsequent direction to be taken directly from the owners/partners of the business. You may be required to communicate with Production Office personnel, Film Technicians/ Contractors, Coordinators, Neighbouring Rental Houses, Product and Equipment Supplier and inquires from the general public via phone, email or text.

RESPONSIBILITIES

- Coordinate with Production Office personnel to obtain needed production documents including, but not limited to: scripts, one-line schedules, crew lists, production calendars and call sheets

- Assist in script breakdowns

- Draft preliminary schedules in Excel based on Production One-Lines, to be populated by Coordinators

- Work with Coordinators and Business Manager to populate and fine tune budgets as well as update existing schedules to new one-lines from Production

- Manage office petty cash, assist in processing cash and credit card payment

- Support Business Manager in some data capturing and bookkeeping activities

- Updating office records that pertain to personnel, financial or operational data

- Issue basic estimates and invoices to non-Production clients

- Respond to calls and email inquires. Take messages for Business Manager and Partners

- Make inquiries to existing vendors or service providers under the Business Manager's direction

- Utilize office equipment tracking software to assist in scheduling equipment rentals and sales

- Assist in monthly / quarterly inventory counting (opportunity for overtime)

- Troubleshoot office technical issues such as wifi dropout, connecting new user's to office printer, etc.

- Collaborate with Business Manager to develop procedural workflows for regularly occurring tasks

SKILLS & QUALIFICATIONS

- Organizational and time prioritization skills to assist multiple partners/ business manager at one time with various tasks

- Self motivated attitude, with the ability to work under direction or self directed when the opportunity arises

- Clear, concise communication skills that exude a professional and pleasant demeanor with the ability to work with a variety of personality types

- Attention to detail: reviewing work or communications prior to submission and sending without error

- Adaptability / flexibility to adjust priorities given what task is most important at the time

- Ability to handle sensitive information in a professional manner

- Knowledge of basic computer programs such as Google Mail, Google Drive and Microsoft Office (specifically Word and Excel)

- Advanced computer / network knowledge or experience considered an asset

- Previous Film Office Production work considered an asset

- Post secondary education in business administrator or similar considered an asset

- 1 to 2 years experience in an administrative role preferred, greater experience an asset (pay commensurate with experience)

BENEFITS

- Small, personable office environment

- Company Phone Plan at the end of probationary period

- RRSP Matching and Health Spend Account at the end of Year 1
Specific schedule:
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Morning
Afternoon
Evening
 
2021-10-13

-October 13, 2021
 

 

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