Studio Ops & Resource Coordinator

Jobtailor; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Jobtailor in San Francisco's Hayes Valley is seeking an experienced office administrator to oversee day-to-day operations and support multiple teams including HR, IT and production. You will handle studio upkeep, supplier coordination and event logistics, while ensuring timely processing of invoices and expense reports.

Ideal candidates bring 2-3 years of relevant experience, strong communication and writing skills, and the ability to work independently in a fast-paced creative environment.

Qualifications

• 2-3 years of office administration experience required.
• Ability to be on-site in the Hayes Valley, San Francisco office Tuesday, Wednesday, and Thursday.
• Experience with basic accounting support is required.
• Strong communication, follow through and writing skills.
• Able to work independently and prioritize multiple requests.

Responsibilities

• Proactively manage everyday office operations and studio appearance.
• Liaise with UK-based accounting team and reconcile statements.
• Process invoices, track receipts, and prepare expense reports.
• Coordinate scheduling, onboarding/offboarding of freelance talent and maintain contact databases.
• Organize internal/external events and manage travel arrangements as needed.
• Track monthly expenditures for operations and staff activities.
• Open/close the studio on Tue–Thu and manage the studio calendar.
• Liaise with building management for repairs and maintenance.
• Greet clients professionally and ensure meeting spaces are ready.
• Support HR, IT, production, finance teams and onboarding of new staff.
• Ensure weekly timecards are completed and explore local events opportunities.
• Perform other studio-related projects as needed.

Skills

Office administration

Basic accounting support

Communication skills

Writing skills

Tools

Mac

Google Suite

Microsoft Office

Job description

• Proactively take charge of everyday office operations including organization, ordering studio equipment, restocking kitchen, ordering monthly breakfasts, keeping studio snacks stocked, scheduling cleaning service and maintaining overall appearance.
• Liaise with our UK-based accounting team.
• Duties include timely reconciliation of credit card statements and receipts, processing and tracking invoices, and creating expense reports.
• Coordinate resource scheduling, talent outreach and onboarding/offboarding freelance talent by tracking legal documents, and maintaining the freelancer contact database.
• Work with HR and HOP to organize internal and external events including the annual summer & holiday events, Show & Tells, Lunch & Learns, happy hours and team building.
• Track monthly expenditures for studio operations and staff entertainment.
• Open and close the studio on Tuesdays, Wednesdays, and Thursdays.
• Manage the studio calendar.
• Liaise with building management, studio improvements, repairs and maintenance.
• Professionally greet clients and guests; ensure the conference areas are set up for meetings, virtual calls are set up on time and the studio is presentable.
• Support the creative, production, new business and finance teams as well as IT.
• Collaborate with Production, IT, and HR on the successful onboarding of new employees and freelancers.
• Work with travel agent and/or research and book travel as needed.
• Manage ordering and shipping of staff & client holiday gifts.
• Ensure weekly freelance and staff timecards are completed.
• Stay up to date on potential community-building opportunities, relevant local events.
• Perform other studio-related projects as needed.

Requirements

• 2-3 years of office administration experience required, ideally in an agency or creative studio.
• Ability to be on-site in the Hayes Valley, San Francisco office Tuesday, Wednesday, and Thursday.
• Passion and curiosity for working in the creative industry.
• Experience with basic accounting support is required.
• Ability to work independently, be self-driven and prioritize a multitude of requests.
• Thrives in a fast-paced, team-oriented environment.
• Strong communication, follow through and writing skills.
• A natural problem solver and planner with the ability to creatively think on their feet.
• An outgoing "people person" with a drive to be supportive to the team.
• Being proactive and flexible are keys to success in this role.
• Excellent computer skills, including knowledge of Mac, Google Suite and Microsoft Office.
• YOU MUST HAVE THE RIGHT TO LIVE AND WORK IN THE US.