Office Coordinator & Production Assistant

Advertising Producers Association; London; On-site; GBP 25,000 - 30,000; Full time

Job summary

A London-based production company seeks an Office Coordinator / Production Assistant to keep the office running smoothly and support the production team. Ideal for someone organized and proactive, the role involves a mix of office management, project coordination, and administrative support in a creative environment.

Qualifications

• 1–2 years’ experience in a production company or creative environment.
• Strong organisational skills with the ability to multitask.
• Professional approach with clear communication skills.

Responsibilities

• Manage front-of-house duties and coordinate office maintenance.
• Support production team with logistics and scheduling.
• Process invoices and manage company credit card expenses.

Skills

Organisational skills

Clear written communication

Verbal communication

Proactive approach

Resourcefulness

Tools

Microsoft Office

G-Suite

WireDrive

Job description

Posted on June 26, 2025

Office Coordinator & Production Assistant

Closing: July 18th 2025

Company: Love Song UK
Location: London (office-based, wfh on Fridays)
Reporting To: Managing Director / Executive Producer
Contract: Full-time, 5 days per week

About Us
We’re an award-winning production company, proud to be known for bold, creatively ambitious work across commercials, music videos, and film. With teams in both London and the US, we collaborate with a roster of some of the most exciting directors working today to make culturally relevant, visually striking content that stands out.

The Role
We’re looking for a friendly, highly organised Office Coordinator / Production Assistant to join our London team. You’ll play a key role in keeping the office running smoothly and supporting the production team behind the scenes. No two days are the same — one moment you might be helping organise a shoot, the next making sure the office is set up for a creative pitch or team wrap drinks.

It’s a great role for someone who’s genuinely curious about production, enjoys working as part of a small but busy team, and is up for getting stuck in wherever needed. If you’re thoughtful, resourceful, and excited by the idea of helping make great work happen, we’d love to hear from you.

You can find a breakdown of the key responsibilities below.

Key Responsibilities

Office & Facilities Management

• Front-of-house duties including answering calls, welcoming visitors, handling mail and couriers.
• Manage office maintenance: coordinate cleaners and handypersons, monitor utility usage, and submit monthly meter readings.
• Maintain stock levels of stationery, kitchen, and first-aid supplies.
• Provide hospitality for meetings and events; organise team socials and wrap parties.
• Oversee office security and IT access (keys, alarms, vendor liaison).
• Drive small décor and workspace improvements to ensure a comfortable and productive environment.

Production Support

• Organise and manage project files in Dropbox; upload and archive final assets using WireDrive.
• Maintain pitch and project tracking documents.
• Coordinate treatment designers and assist with proofing decks and sourcing visual references.
• Schedule freelance crew, manage availability calendars, and support with logistics such as travel, casting, wardrobe, and call sheets.
• Provide PA/runner support on set as required.
• Communicate production timelines to external partners and US reps.

Finance & Admin

• Process invoices for office and freelance suppliers within approval limits.
• Manage company credit card (Amex) expenses and upload receipts to Dext.
• Provide ad hoc executive support to the company founders (e.g. travel bookings, couriers, gifting, scanning, filing).

Person Specification

Essential Experience & Skills:

• 1–2 years’ experience in a production company or relevant creative environment.
• Strong organisational skills with the ability to multitask
• Professional approach with clear written and verbal communication skills.
• Proficient in Microsoft Office, G-Suite and cloud-based file management systems
• Familiarity with asset management platforms such as WireDrive
• Proactive, resourceful, and solutions-oriented approach.

Desirable Attributes:

• Interest in commercial production and film.
• Comfortable working in a fast-paced team environment.
• Willingness to support occasional evening events and assist on set when needed.

If you’d like to learn more, please send your CV to [e-mail] — we’d love to hear from you!

Read about Love Song