Office Administrator & Production Coordinator

Date Posted: Apr 19, 2017
Start Date: Apr 24, 2017

Salary: TBD based on experience
Province: Ontario
Region: Metro Toronto Area
City: Downtown Toronto
Organization's Field/Discipline:
Term: Full-time
Career Level:

Organization Description

Images Life Media

Images Life Media is an event production and post-production company based in Toronto, New York and LA .  We cater to a broad range of clients primarily producing private event videos,  biographies as well as some corporate and commercial work.

Job Description

This is an entry level position, ideally suited for someone who has a strong interest and background in administration, production and event planning/management. This position requires an individual with well developed organizational skills who can excel in performing various duties effectively and efficiently. The ideal candidate should have strong communication and interpersonal skills, a keen eye for detail and accuracy and the ability to meet tight deadlines. Furthermore, the candidate must have an impeccable ability to follow up with clients and follow through with well established procedures to ensure the workflow of the company is productive and efficient. There is also the possibility of working to establish our new sister company based out of LA.


-Answer telephones, transfer calls and take messages
- Isolate calls for NYC and LA office
-Manage inquiries and input inquiries into the database
-Schedule appointments for clients and staff and input appointments into the appropriate calendars
-Responsible for handling all items sent out to clients and business associates via courier Canada Post or FedEx
-Maintain all company files for clients, vendors and employees
-Order office supplies
-Process purchase orders
-Coordinate internal meetings, take minute notes and distribute tasks accordingly

-Liaise with Event Planners and clients to obtain information required for scheduled shoots and events
-Prepare crew call sheets and coordinate crew pick up of equipment and call sheets
-Book and coordinate travel for shoots
-Obtain proper insurance documents required for shoots
-Manage the Images Creative Suite which involves setting up and maintaining client files in Creative Suite and following all the necessary steps as outlined in manual provided to ensure Creative Suite accuracy

-Work with Executive Producer, Editors and Assistant Editors to ensure a smooth flow of production
-Manage various post production spreadsheets and schedules
-Manage various post production boards
-Review and sign off on all shooter checklists and documents received 
-Release final edits to clients
-Tracking, processing and archiving of footage
-Data Images Customized Database System
-Work closely with clients to ensure all post production requirements are received

-Working on a weekly basis in a support role duty to CEO, support will entail review around company protocols, update on production flow and an overview of accounts receivable etc.

-Process payments on a daily basis via POS terminal, as well as receive cheques, transfers and cash payments
-Deposit funds
-Create cost allocation sheets for all transactions
-Follow up on outstanding accounts receivable
-Create and distribute invoices
-Coordinate and oversee payroll
-Notify clients who have payments due 1 month prior to date  

- Microsoft Outlook, Excel, Word, Database experience is an asset


- Responsible for creating new content for all of our platforms on a weekly basis




The ideal candidate would posses the following characteristics:

  • 1-2 years related administrative experience
  • 2+ years of customer service or equivalent experience
  • Strong foundation in Microsoft office suite including Outlook and Excel
  • Well developed writing abilities to ensure accurate communication with clients
  • Previous experience processing accounts receivable and billable
  • Proven experience handling social media accounts; creating content
  • Exceptional attention to detail and organization skills
  • Ability to prioritize competing tasks from multiple stakeholders
  • Capable of working individually with minimal supervision
  • Any experience with production would be considered an asset

Additional Info:

Attention to detail is extremely important to us. Please bold the last sentence of your cover letter. 

Contact Info:

Name: Kayla Hillier


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