Business Operations Associate Manager

Imaginary Forces; Los Angeles (CA); Hybrid; USD 65,000 - 80,000; Full time

Job summary

Imaginary Forces in Los Angeles seeks a Business Operations Associate Manager to oversee workforce and finance administration while supporting workplace operations. The role spans onboarding, contracts, payroll coordination, data integrity across HR and accounting systems, and cross-team collaboration.

With 3+ years in operations, you will optimize processes, coordinate with external accounting, and ensure accurate information for staffing and project planning.

Qualifications

• 3+ years of experience in business operations or a related role.
• Experience supporting workforce and finance administration.
• Strong written and verbal communication, across teams.

Responsibilities

• Maintain accurate employee and freelancer records across systems.
• Coordinate onboarding/offboarding and documentation.
• Manage freelancer availability and time submissions.
• Support contract administration and policy questions.
• Assist day-to-day finance administration and payroll coordination.
• Coordinate with accounting and ensure timely workflows.
• Provide administrative support for workplace operations.

Skills

Strong organizational skills

Excellent written and verbal коммуника

Tools

Google Workspace

Microsoft Excel

Project Management Tools (Trello)

AI Tools

Business Systems

Job description

Imaginary Forces (IF) is a leading creative studio working at the intersection of design, storytelling, and visual systems. For 30 years, we’ve helped shape the visual language of entertainment and culture — from cinematic sequences and brand identities to world-building and experience design.

We partner with leading brands, studios, platforms, and creators to craft work that moves audiences and creates meaningful impact. We’re not a traditional creative organization. We’re a craft-led studio built on ideas, storytelling, and execution.

Position Summary

The Business Operations Associate Manager is an integral part of the day-to-day administrative operations that keep Imaginary Forces running smoothly. This role coordinates workforce administration for employees and freelancers, supports finance administration and related operational processes, and provides limited support for workplace operations. Approximately 90% of the role is focused on workforce and finance administration, with the remaining 10% dedicated to workplace operations. Working across teams and systems, the Business Operations Associate Manager helps keep information accurate, processes organized, and administrative needs addressed in a timely manner.

Core Responsibilities

Workforce Administration

• Maintain accurate employee and freelancer records across systems, including the studio's talent database.
• Coordinate onboarding and offboarding administration for employees and freelancers, including required documentation and system updates.
• Manage freelancer availability, hold, booking, and confirmation communications.
• Collect and review employee and freelancer time submissions, following up on missing or incomplete information.
• Support contract administration and other workforce documentation workflows.
• Serve as an initial point of contact for routine workforce policy and process questions, referencing applicable policies and escalating matters requiring HR interpretation or judgment.
• Help maintain and validate data in the resource and capacity planning tool, coordinating with Resourcing, Production, and IT to ensure information is accurate and reliable.
• Identify opportunities to improve workforce administration processes and workflows, and support the development and implementation of improvements.

Finance Administration

• Support day-to-day finance administration, helping ensure accurate information, timely follow-through, and coordination across internal teams and external accounting.
• Monitor billing and accounts payable workflows, following up on outstanding items, coding, and supporting documentation.
• Assist with payroll processing, including collecting and reviewing information, coordinating with relevant teams, and resolving discrepancies.
• Maintain financial files, vendor information, trackers, and reporting inputs.
• Help reconcile information across operational and accounting systems, identifying and escalating discrepancies or unusual transactions.
• Coordinate with the external accounting team to ensure information is complete and financial processes move forward on schedule.
• Identify opportunities to improve finance administration processes and workflows, and support the development and implementation of improvements.

Workplace Operations

• Provide administrative support for day-to-day workplace needs, including supplies, mail, and shared office spaces.
• Assist with workplace vendor communications, facilities requests, and related follow-up.
• Support coordination of company meetings, town halls, and occasional studio events.
• Help track workplace purchases, recurring needs, and related documentation.

Software & Tools

• Google Workspace: Proficiency with Gmail, Google Docs, Google Sheets, and Google Drive for daily communication, documentation, and collaboration.
• Microsoft Excel: Working knowledge of basic spreadsheets, including data entry, formatting, sorting, filtering, and simple formulas.
• Project Management Tools: Familiarity with Trello or similar tools for tracking tasks, coordinating workflows, and managing follow-ups.
• AI Tools: Comfortable using AI tools to support administrative tasks, research, documentation, and workflow efficiency.
• Business Systems: Ability to learn and navigate HR, payroll, accounting, and other operational platforms.

What Success Looks Like

• Employee and freelancer information is accurate, up to date, and maintained consistently across systems.
• Workforce and finance administration processes run smoothly, with deadlines met, discrepancies addressed, and minimal follow-up needed.
• Resource and capacity planning data is accurate and reliable, supporting effective staffing and project planning.
• Internal teams and external partners receive timely, complete information, enabling smooth handoffs and fewer administrative delays.
• Workplace operations receive responsive support, helping maintain an organized and well-functioning studio.
• Process improvements are successfully implemented, making administrative workflows more efficient and consistent.

Qualifications

• 3+ years of experience in business operations, administrative coordination, or a related role, preferably supporting multiple business functions.
• Experience supporting people operations , finance administration, or similar operational processes.
• Proactive, resourceful, and self-sufficient, with the ability to take initiative, work independently, and exercise good judgment about when to seek guidance or escalate issues.
• Strong organizational skills, with the ability to manage multiple priorities, track deadlines, and follow through on details.
• High level of accuracy and attention to detail, particularly when working with employee, freelancer, and financial information.
• Strong written and verbal communication skills, with the ability to work effectively across different teams and with external partners.
• Comfortable working with established processes while adapting to changing priorities and supporting improvements to workflows.
• Ability to handle confidential and sensitive information with discretion.

Compensation Range

$65,000 to $80,000 per year, depending on experience.

This role operates in a studio and office environment and involves prolonged periods working at a computer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

Imaginary Forces is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, medical condition, genetic information, or any other status protected by applicable law.

Location

This role is based in our Los Angeles studio Tuesday - Thursday with the option to work remotely on Monday and Friday.