Back Office Assistant

About the Role

Back Office Assistant (BOA)

intersection of finance, logistics, and data hygiene

Key Responsibilities

Vendor & Finance Support

• Collect and verify bills, quotes, and payment requests from vendors, freelancers, and rental partners
• Coordinate with the Finance team to ensure the timely submission and processing of payments
• Maintain up-to-date cost trackers for equipment, props, travel, and logistics

Footage & Drive Management

• Log and track the movement of hard drives and footage between campuses, editors, and post teams
• Perform first-level file naming and folder hygiene checks before QC or editorial handoff
• Coordinate with Creative Ops Lead for NAS/cloud uploads and footage backups

Documentation & Reporting

• Maintain clear records for all shoot-related assets, expenses, and approvals
• Ensure internal documentation standards are followed (Google Sheets, Drive, Trello, or internal tools)
• Support creative Operations in preparing weekly summaries and report updates

Team & Vendor Communication

• Liaise with editors, production assistants, and stakeholders on asset handovers and follow-ups
• Coordinate with vendors for delivery timelines, invoice clarifications, and payment statuses

Qualifications & Requirements

• 1–3 years of experience in back-office coordination, preferably in media, production, or operations
• Strong command of Excel/Google Sheets and cloud storage tools (Google Drive, Dropbox, etc.)
• Attention to detail and the ability to manage multiple threads without dropping the ball
• Basic understanding of production workflows, file formats, and data organization
• Good communication skills for coordination with both creative and admin teams
• Highly organized, deadline-driven, and discreet with sensitive data
• Bonus: Experience using tools like Trello, Notion, or ERP systems

Why This Role Matters

• Be the

  operational backbone

  behind a fast-growing content team
• Gain exposure to creative workflows and media production logistics
• Work with a multidisciplinary team of editors, producers, cinematographers, and finance

Opportunity to grow into production operations, post-production management, or project coordination roles