Office & Operations Coordinator

THE PRODUCTION FACTORY; Greater London; On-site; GBP 26,000 - 34,000; Full time

Job summary

The Production Factory is a global production agency with offices in London and beyond. This role covers front‑of‑house duties and broader operations support to ensure a smooth day‑to‑day for visitors and clients, while contributing to post‑production and operations across the group.

You will welcome high‑profile clients, manage post and deliveries, and assist with admin tasks, meetings, and internal processes.

Qualifications

• Experience in front‑of‑house or reception roles.
• Excellent written and spoken English.
• Proficient IT skills with MS Office/Google Workspace.

Responsibilities

• Greet clients and manage reception with warm professionalism.
• Direct visitors and coordinate parcels and deliveries.
• Answer calls and forward inquiries to the right team.
• Coordinate meeting room setup and basic PA duties as needed.
• Support operations and sustainability initiatives across the group.

Skills

Organisational skills

Client facing

Communication

Multitasking

Team cooperation

Tools

Microsoft Office

MacOS/Windows

Google Workspace

Teams

Job description

The Production Factory is a global production agency working across stills and film. We produce high-end visual content for fashion, luxury, beauty, lifestyle, and culture’s most forward-thinking brands, creatives, and agencies.

From concept to final delivery, we handle the full production journey — bringing ideas to life through thoughtful planning, expert production, and industry-leading post-production. Whether on set or in post, our teams work seamlessly to shape imagery and film that feels elevated, considered, and impactful across print, digital, social, and broadcast platforms.

Our integrated approach means production and post-production work hand in hand, ensuring creative consistency, technical excellence, and a smooth, collaborative process throughout. We partner closely with photographers, directors, stylists, and creative teams to support ambitious ideas and deliver exceptional results at every stage.

We have offices in London, New York, Miami, Mallorca, and Manchester, meaning we operate on a global platform. This allows us to connect brands with world-class production in the cities that shape culture.

The Production Factory is part of a Group including Big Sky Studios a 15 studio creative campus including studios for hire, equipment rental, set build and catering.

ROLE OVERVIEW

This role plays a key part in the smooth, day‑to‑day running of a busy production powerhouse. As the first point of contact for all visitors, including high‑profile clients, the position represents the studio with a first‑class, polished and welcoming presence.

It calls for someone who understands the fast‑paced demands of the environment and is able to multitask confidently and keep operations moving efficiently. A professional, friendly manner is essential, helping every client feel supported and well looked after from the moment they arrive. Strong communication and exceptional customer service contribute directly to creating an outstanding experience.

Alongside front‑of‑house responsibilities, the role also provides valuable support to the wider Production and Operations teams, helping ensure this part of the business runs smoothly. This includes offering reliable operational and administrative support across the wider company group.

KEY RESPONSIBILITIES

Front of House

• Create a warm and welcoming reception and office space for clients & staff.
• Direct clients for meetings, logging clients and items in and out of the building, storing or giving parcels to the correct courier/clients.
• Manage all post and deliveries, including sorting and distributing incoming mail and packages, handling post office drop‑offs and collections, and arranging couriers when required
• Answer and address incoming phone calls in a timely and polite manner, clearly determining the purpose of the call, dealing with queries and providing correct information. Forwarding calls to the appropriate people.
• General office upkeep (including tidying, turning on lights, watering plants etc.)
• Organise gifts for staff and client birthdays, special occasions.
• General PA duties for company Directors as needed.
• Maintain kitchen, bathroom and office supplies.
• Meeting room set up, including conference video calls.
• Daily monitoring of the generic company email account, forwarding over relevant emails or responding as needed.
• Filing and allocating invoices for any Front of House purchases.

Operations

• Support with researching and implementing new production operation procedures, ie. new software or production training programmes that will improve processes.
• Support Group Production Operations Director in promoting social value and responsibility through coordinating internships and training programmes, supporting charities, local councils, community groups and small businesses. Offering up our Company’s expertise, time and space to give back.
• Administrative support in the creation, updating and filing of Production Operations policies.
• Overseeing the organisation of the company Databank, ensuring files are updated, filed properly and archived as needed.
• Admin support on new client Request for Proposals (RFP) ensuring all necessary documents are completed and uploaded to the client portals.
• Help to research and implement new ways of integrating AI into the running of our businesses, both from a production and operations perspective.

Sustainability

• Work with the Group Production Operations Director to support sustainability initiatives, practices, and assessments across the company group.
• Help the company evaluate its environmental impact and identify opportunities to minimise its negative effects.
• Conduct assessments of the work of their employer to determine the extent of its
• Be proactive in encouraging all staff to think about the impact of their actions from a sustainability perspective.
• Shape our sustainability policies by identifying responsible suppliers and helping reduce our carbon footprint.

SKILLS

• Strong organisational skills with the ability to manage multiple tasks and deadlines
• Able to work independently, using initiative to resolve issues efficiently
• Confident handling customer and client interactions in a professional manner
• Effective multitasking and time management capabilities, with sound task prioritisation
• Experienced in delivering high-quality customer service
• Clear and professional communication skills, both written and verbal
• Excellent command of written and spoken English
• Proficient in IT systems, including Word, Excel, MS Office, MacOS, Windows, Teams and Google Workspace
• Comfortable working from structured workflows, checklists and operational processes
• High level of accuracy and attention to detail
• Reliable, consistent and able to follow through on tasks
• Capable of working well within a team environment

As an equal opportunities employer, The Production Factory is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply.