Studio Operations Coordinator
Ciel Creative Space was born from love and a desire to elevate the creative community in the East Bay. We believe in community and creating from your truest form. We strive for excellence, bringing only the highest quality of production to our space in collaboration with our amazing partners and community.
Our team requires highly motivated and passionate team members who have a desire to learn, grow, and contribute to Ciel’s mission. As part of the Studio team, the Studio Operations Coordinator will perform and execute organizational and creative tasks to help prep studios for photo, video, and event bookings onsite, as well as manage all building and facilities operations and maintenance.
This opportunity is for an individual who possesses creativity, flexibility, and growth potential. You must be highly detail oriented, self-motivated, open-minded, organized, a fast learner, solid manager, and enthusiastic. A strong work ethic is a must.
As part of the Studio team, the Studio Operations Coordinator will support Ciel Creative Space and maintain processes that ensure best practices for the company. This part-time role is responsible for the communication with our clients, equipment vendors, workers, and overseeing projects beginning to end. The Studio Operations Coordinator will follow the full life cycle of a project, making sure every step is completed and holding each phase to the highest level of quality assurance. This opportunity is for an individual who possesses creativity, flexibility, and growth potential. You must be self-motivated, open-minded, organized, a fast learner, and enthusiastic. A strong work ethic is a must.
2+ years in studio management and production industry
Experience managing multiple projects from beginning to end
Effective calendar management, time management, and follow-up skills
Experience managing vendor and contractor relationships and communications
Self starter with ability to work without supervision and exercise independent judgment
Ability to effectively and efficiently handle shifting priorities and deadlines
Highly organized and comfortable working in a fast-paced collaborative environment
Attention to detail, especially in following templates and instructions from superiors
Strong written and verbal communication skills
Ability to identify and operate all equipment as defined by the position
Ability to work under pressure and meet deadlines
Proficient in Asana, Google Suite products, Office Excel/Sheets, & Quickbooks
Bachelor’s degree or equivalent years of experience
Provide onsite support at Ciel to assist with load in, prelights, or first shoot days for incoming productions when the client needs are most critical.
Be available to cover range during Ciel operating hours (M-F 7:00am-7:00pm) with some exceptions for early call times.
Communicate directly with clients about power needs (including additional needs such as generators) both before and during a production and ensure safe use of distro boxes and other equipment.
Cross-check client order accuracy with vendor estimates, and source equipment from outside vendors when needed.
Coordinate equipment delivery time & studio location communication with Ciel & outside vendors (Little Giant, etc).
Manage receipt of equipment deliveries (e.g. check everything in) and delegate to Studio Assistants as needed.
Troubleshoot any client issues with equipment or power/distro boxes (e.g. quickly sourcing outside vendors, etc).
Escalate any issues with clients or vendors to the management team, and provide updates to management and other Studio Coordinators regarding client and vendor relations or interactions.
Interface with clients in a professional manner at all times.
Manage inventory and organization of onsite equipment closet.
Schedule studio painters for regular cyc wall maintenance and client needs according to Bookings calendar.
Coordinate the ordering, receiving, and stocking of paint and painting supplies, and conduct regular paint supply inventory to ensure paint supplies are ordered and restocked on a regular basis.
Help monitor new and emerging technologies and how they can enhance and streamline workflows.
Keep abreast of current market research regarding consumer needs and behaviors, creative techniques, etc.
Help enforce building safety and security procedures.
Help capture and organize BTS (behind the scenes) from shoots when opportunities arise.
Help assist with other Studio special projects as needed and available.
Maintain confidential information as pertains to the business and all partnerships.
Manage all day-to-day building management, maintenance, and operations for all productions at Ciel.
Main point of contact for all maintenance and security matters, manage vendor and contractor relationships, and delegate tasks to maintenance staff as needed.
Assist with security training, access control management (e.g. key card programming), and other building security needs for onboarding new employees, members, and/or clients.
Implement, communicate, and oversee maintenance work order entry and close out.
Ensure that all information in the operations database remains current and up-to-date.
Work with Studio and Community teams to conceptualize effective building ops solutions, estimate/negotiate materials and services, budget costs for each department, and ensure project completion.
Conduct a weekly inventory of building and office supplies and coordinate their ordering, receiving, stocking, and distribution to ensure supplies are restocked on a regular basis.
Design and implement company building ops and facilities policies.
Assist with invoicing, updating, and tracking relevant business expenses and revenue.
Support the reviews, approvals, and modification of relevant operational budgets.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS:
Frequent stooping, standing, walking, sitting and reaching are required.
Ability to move 15 lbs. of force frequently and 20 lbs. of force occasionally
Ability to operate necessary equipment & visually interpret data
Periodic heavy lifting up to 80 lbs
Ability to climb ladders
Fit through small spaces (3 ft x 3 ft)
Operation of a scissor lift