Business Operations Coordinator

This is a Full Time Job

Business Operations Coordinator
Concordia Studio
Venice, CA

IMMEDIATE JOB OPENING

Full-time Hybrid Position: In-office minimum 2 days/week (typically, Tues/Thur); Normal business hours: M-F, 9:00 a.m. - 6:00 p.m.

Compensation: Annual salary plus generous company benefits including medical, dental, & vision insurance, paid vacation time, holidays & sick pay. At-will employment.

Role reports to: President & Chief Operating Officer of the Company.

Concordia Studio is seeking a highly organized and proactive Business Operations Coordinator to join our dynamic team in Venice, CA. This full-time role offers a unique opportunity to work closely with the President/COO, supporting day-to-day operations of a leading independent studio, including Business & Legal Affairs, Operations, Finance & Accounting, Human Resources, IT, Facilities, Marketing & Publicity, Studio teams and more. The ideal candidate is a proactive, confident communicator and problem-solver who thrives in a fast-paced, collaborative environment. This position is ideal for someone who is intellectually curious, ready to roll up their sleeves, and be a meaningful partner in operating a business effectively and efficiently. A passion for excellence and desire to contribute to the inner workings of a mission-driven creative company is important.

General Responsibilities
• Provide administrative support to the company's President/COO.
• Serve as liaison between the studio and creative & production film teams, supporting all matters pertaining to the studio's business and legal affairs workflow.
• Lead personnel on-boarding and off-boarding.
• Oversee all elements of facilities maintenance including vendor communications.

Executive & Administrative Support
• Manage the President/COO's calendar, schedule meetings/calls, and coordinate internal/external communications.
• Track expenses and operational invoices, ensuring compliance with company procedures and policies.
• Collaborate with personnel across departments to execute smooth organizational coordination.

Business & Legal Affairs Administration
• Organize and maintain business, legal, financial and operational digital files and records, ensuring that information is easily accessible and up-to-date.
• Maintain legal and financial milestone trackers to advise colleagues regarding rights management, option expirations, credits, copyright, talent payments, etc.
• Facilitate document execution & distribution with discretion to appropriate parties upon full execution.
• Generate contract summaries and memorandum to advise internal teams on rights ownership, crediting obligations, chain of title questions, etc.

Operational:
• Oversee staff onboarding/offboarding, including equipment/workstation set-up, email access, software licenses, and facility access.
• Coordinate recruiting efforts, including summer intern hiring and management.
• Support company initiatives: event planning, festival attendance, holiday gifting, offsites, and other team gatherings.
• Maintain studio's office equipment stock (production and studio staff devices) and manage all software subscriptions and licenses across the organization, adjusting for optimal operational efficiency and cost effectiveness.

Facilities Maintenance
• Oversee all elements of building/facilities maintenance from small repairs to larger projects on an as-needed basis (including hiring and correspondence with landscapers, handymen, HVAC team, security providers, gate repair team, cleaning service providers, exterminator, etc.).
• Maintain stock of all office supplies, food/beverage, and other equipment.
• Create and maintain building access and alarm codes for all employees and visitors.
• Retrieve and distribute mail.
• Set up and clean up food/beverage during in-office staff lunches.

Qualifications
• Experience supporting a high-volume executive or operational desk (agency, production company, law firm, etc.).
• Strong communication skills, both verbal and written.
• Critical thinker, logical perspective, and bias for action.
• A passion for operational efficiency.
• Demonstrated ability to work independently and proactively identify issues and anticipate needs.
• Must handle confidential and sensitive information with discretion, maintaining the highest level of professionalism and confidentiality.
• Experience managing vendor relationships and/or coordinating office operations (facilities, IT, supplies, etc.) is highly desirable.
• Proficiency in Microsoft Office, DocuSign and Google Workspace (especially Google Calendar, Sheets, and Docs).
• Some familiarity with post-production software including Avid, Jump Desktop, Adobe Suite, Mediasilo, a plus.