Assistant Studio Manager

Assistant Studio & Facilities Manager

Location:

Reports to:

Works with:

About Bay Owl Studios

Bay Owl Studios is a five-room audio facility in Mumbai delivering end-to-end sound for music, advertising, film/OTT, podcasts and audiobooks. Since 2020 we’ve completed 2,000+ projects and are trusted by leading artists and brands. Our 15-person team values craft, calm heads and clear communication. We share our campus with Abbey Road Institute Mumbai, so you’ll work across both a busy commercial studio and an education environment.

Role summary

Bay Owl Studios operates five flexible rooms for rehearsals, recording, post-production and creator sessions. The Assistant Studio Manager keeps the building running and the schedule on track so artists, clients and teams start on time, every time. You’ll own day-to-day operations across the Studios: aligning bookings, preparing rooms and managing changeovers; coordinating maintenance and vendors; and upholding health, safety and access protocols. You’ll also carry the administrative backbone - asset registers, records, purchase orders, petty cash, compliance and invoicing support.

The role supports Abbey Road Institute (ARI) Mumbai activity hosted on site (lectures, labs, tours and events) to the same operational standard. Above all, you’ll be the calm, practical centre between engineers, artists, students, faculty and suppliers - anticipating issues and resolving them before they become delays.

Key Responsibilities:

Operations & Scheduling

• Own daily room schedules across five studios, production suite and tech lab; coordinate changeovers, buffer times and over-runs; minimise clashes.
• Ensure assistants prep rooms (session sheets, patch notes, mic lockers, headphones, stands), run talkback checks, verify backups, and tidy-downs.
• Maintain booking calendars (Google Calendar/Zoho) and circulate a daily run-sheet; confirm start times, access lists and delivery requirements with clients/faculty.
• Run open/close routines and ensure prep/changeover checklists are followed.
• Track incidents, downtime and overages; escalate risks and drive to closure
• Support visiting faculty and guest engineers with setup/teardown and room etiquette.

Front-of-House & Client/Student Support

• Welcome clients, artists, students and guests; manage visitor logs/NDAs; issue access badges; check-in event attendees.
• Field calls/emails; triage enquiries; share standard rate cards, availability and FAQs.
• Support open houses, campus tours and small events (signage, registration, timekeeping, refreshments, room flips).
• Act as on-floor point of contact; handle handovers, last-minute needs and basic troubleshooting.
• Uphold Bay Owl house rules; maintain a calm, professional experience.

Facilities, Maintenance and Vendors

• Own the maintenance log/ticketing (HVAC, electrical, UPS, lighting, doors/locks, acoustic treatment, furniture, cleanliness).
• Schedule and track routine tasks (filter cleaning, UPS battery checks, fire extinguishers, emergency lights, planned preventive maintenance).
• Coordinate contractors for repairs with minimal downtime; log service calls; supervise works; verify fixes and sign-off.
• Coordinate with engineers on preventive maintenance and first-line troubleshooting.

Inventory, Procurement & Asset Control

• Maintain the asset register (serials, warranties, licences); schedule calibrations; plan consumables (cables, adapters, sticks, pop filters, stationery, refreshments).
• Raise POs, compare quotes, track deliveries/GRNs; keep a tidy store with check-out/check-in for shared items.
• Monitor stock with re-order points; reduce last-minute runs.

Administrative & Compliance

• Maintain organised digital records: contracts, POs, invoices, maintenance agreements, vendor KYC, compliance certificates.
• Support invoicing: prepare job sheets, session summaries and sign-offs; reconcile bookings vs invoices; chase missing data.
• Manage petty cash and small purchases; submit monthly expense reports with receipts.
• Prepare weekly/monthly management reports: room utilisation, downtime, ticket closure rates, client feedback, cost trackers.
• Ensure policies/SOPs are current and visible; coordinate simple inductions for new staff/interns.
• Manage key/access logs and sign-outs.

Team Coordination & Training

• Set duty rosters; coordinate floaters/runners; cover FOH when required.
• Run short tool-box sessions on health & safety, room reset standards and file-naming/backup discipline.
• Foster a considerate, on-time, detail-first culture.

Health & Safety

• Conduct weekly walk-throughs; maintain the incident register, first-aid kits, safety data sheets and evacuation plans; run quarterly drills.
• Maintain and record checks for electrical safety, fire extinguishers, first-aid, emergency exits and access control; enforce closing protocols and report incidents.

IT & Systems (basic)

• Liaise with IT support on user access, backups, shared drives and basic troubleshooting.
• Log/escalate network or audio-over-IP issues promptly; track resolutions.

Sales/Marketing Support (light-touch)

• Share availability updates with enquiries; schedule studio tours; gather testimonials; coordinate content shoots with permission forms.

Budget Support & Continuous Improvement

• Source quotes and compare vendors; suggest practical cost-savings without compromising quality.
• Propose small process improvements to reduce changeover time and increase room uptime.

Key Performance Indicators: (KPIs)

• 95% sessions start on time; <2% schedule clashes per month.
• 90% maintenance tickets closed within SLA; ≤24-hour average time to resolution for non-critical issues.
• Room utilisation and weekly MIS shared on time, every time.
• Zero critical H&S non-conformities; drills completed quarterly.
• Inventory variance ≤2% per quarter.

Qualifications & skills

• Excellent written and verbal communication; confident, polite client handling.
• Strong organisational skills; able to juggle moving parts and stay calm under pressure.
• Team leadership with a service mindset; willing to roll up sleeves.
• Solid admin discipline: documentation, spreadsheets, record-keeping, follow-through.
• Basic project management experience (checklists, timelines, vendor coordination).
• Familiarity with music/audio environments is a plus (you don’t need to be an engineer).
• Comfortable with Google Workspace; exposure to Zoho (CRM/Books/Flow/Forms) is a bonus.
• Bachelor’s degree preferred; prior experience in studios, live venues, post houses, co-working, hospitality or facilities roles is highly beneficial.

Work pattern

• Full-time, on-site in Khar (Mumbai).
• Rotational early/late shifts as needed; occasional weekends or late nights during peak periods (overtime/comp off as per policy).

Why join us

• Work across a busy commercial studio and an education campus.
• Practical, supportive environment with clear SOPs and room to improve them.
• Real ownership of operations and facilities; your systems will assist how the facility runs.