Back Office Associate

About the Role:

We’re seeking a detail-oriented and dependable Business Operations Associate (BOA) to support our creative production operations. As a BOA, you'll play a critical role in managing vendor payments, equipment movement logs, and footage tracking , ensuring that nothing slips through the cracks during our high-volume shoot and post-production cycles.

This role sits at the intersection of finance, logistics, and data hygiene , and is key to making sure our creative engine runs efficiently across all campuses and departments.

Key Responsibilities

Vendor & Finance Support :

• Collect and verify bills, quotes, and payment requests from vendors, freelancers, and rental partners

• Coordinate with the Finance team to ensure the timely submission and processing of payments

• Maintain up-to-date cost trackers for equipment, props, travel, and logistics

Footage & Drive Management :

• Log and track the movement of hard drives and footage between campuses, editors, and post teams

• Perform first-level file naming and folder hygiene checks before QC or editorial handoff

• Coordinate with Creative Ops Lead for NAS/cloud uploads and footage backups

Documentation & Reporting :

• Maintain clear records for all shoot-related assets, expenses, and approvals

• Ensure internal documentation standards are followed (Google Sheets, Drive, Trello, or internal tools)

• Support Creative Operations in preparing weekly summaries and report updates

Team & Vendor Communication :

• Liaise with editors, production assistants, and stakeholders on asset handovers and follow-ups

• Coordinate with vendors for delivery timelines, invoice clarifications, and payment statuses

Qualifications & Requirements

• 1–3 years of experience in back-office coordination, preferably in media, production, or operations

• Strong command of Excel/Google Sheets and cloud storage tools (Google Drive, Dropbox, etc.)

• Attention to detail and the ability to manage multiple threads without dropping the ball

• Basic understanding of production workflows, file formats, and data organization

• Good communication skills for coordination with both creative and admin teams

• Highly organized, deadline-driven, and discreet with sensitive data

• Bonus: Experience using tools like Trello, Notion, or ERP systems

Why This Role Matters

• Be the operational backbone behind a fast-growing content team

• Gain exposure to creative workflows and media production logistics

• Work with a multidisciplinary team of editors, producers, cinematographers, and finance

• Opportunity to grow into production operations, post-production management, or project coordination roles