Working as a Facility Assistant at Eyeline Studios/ScanlineVFX you are able to manage and prioritize multiple projects/tasks, collaborate across all departments and external groups, in order to keep our offices and studio well maintained and operational. Expect to partner with the office administration, recruiting, facilities teams, and production teams where duties crossover are shared in a fast-paced and fast-shifting environment. It’s a position that requires you to think on your feet and take initiative to learn new things quickly. You will be working on-site.
Key responsibilities
- Creates a positive, welcoming first impression at the Office and Studio for visiting guests
- Answers and screens in-coming phone calls. Making sure to transfer calls, relay verbal messages, record and deliver messages in an appropriate manner
- Sets-up and breaks down spaces based on special onsite requests and client production needs
- Stocks and ensures office supplies, kitchens, coffee machine, craft services, branded swag remains stocked and presentable on a daily basis for clients and employees alike
- Ensures executive requests for meetings, presentations, events, and handles ad-hoc tasks as requested
- Maintains cleanliness and organization of office furniture, fixtures, and Hot Desk set-ups. Actioning appropriate facility teams & IT teams for repairs/maintenance
- Provides support for Studio tours with productions, client, or candidates interviewing at the Studio
- Actively updating and tracking of orders and shipments and delivered to appropriate parties
- Shipping high value equipment and packages both internationally and domestic
- Communicate with security drive-ons and on-site guest validation and access
- Assists Department Managers with crew vacation reminders and creating OT meal vouchers
- Assists HR and Recruiting on various tasks/projects such as interview booking, on-boarding for new employees, employee relocation support, and various administrative duties
- Assists Marketing and Events in planning, organizing, and executing remote events to foster community, spirit, and company culture
- Assists IT teams with shipping employee workstations and packages
- Assists Office Administration with arranging flight and travel accommodations
- Assists Facility teams with inventorying and maintaining physical assets and equipment
- Take on tasked projects from management to compile and present data in written an effective and efficient way
- Create and maintain Confluence documentation for LA facility and studio information
Minimum Qualifications
- Bachelor’s Degree
- Valid California Driver’s License
- Speaks and understands Spanish
- Previous experience in a fast-paced/high-end customer service, hospitality environment, OR industry experience
- Ability to lift 40lbs
- Self-motivated, highly organized and results-oriented
- Detail-oriented and strong communicator in both written and verbal
- Takes initiative and goes beyond established framework; looks for new ideas and creative solutions to overcome challenges
- Polite, easy-going, patient and customer/client service-oriented. Understands the importance of optics!
- Team player with a good sense of humour
Preferred Qualifications
- Software experience (JIRA, ShotGrid, Canva, Monday, Zulip, Google Suite)
- Coordinating experience (event planning or film/media production)
- International shipping experience
- Previous client services, customer service, human resources, and/or administrative experience a plus
