Operation Admin / Operations Project Administrator

Introduction:

The Project Administrator at client supports digital studio operations through a mix of project coordination, client support, and administrative execution across Ad Hoc, Quality Control & Mastering Services. This role serves as an intermediate step between Coordinator and Associate Project Manager, taking on broader ownership of work orders, schedules, status tracking, billing support, and issue escalation while still partnering closely with managers for guidance on priorities and complex decisions. The Project Administrator helps ensure timely completion of onsite and file-based services, maintains clear communication with internal stakeholders and clients, and contributes to a smooth, accurate, and service-focused delivery experience.

As a swing shift position, this role is a vital bridge of continuity from daytime operations into night shift.

Responsibilities:

• Create and manage internal work orders, validate bill coding, and support timely and accurate billing completion through the work order management system.
• Coordinate day-to-day task activity with media operators and support managers in tracking priorities, schedules, and project status.
• Communicate with clients and internal partners to gather request details, provide status updates, and help resolve routine issues or escalate risks when needed.
• Assist with scheduling review sessions, media prep and staging requests, and operational resource planning to support timely completion of work.
• Run reports, maintain project tracking information, and support documentation of schedules, metrics, and delivery status.
• Monitor ongoing work for accuracy and continuity, ensuring changes in scope, timing, or requirements are communicated clearly to the appropriate stakeholders.
• Provide administrative and project support across client lines of business, including troubleshooting, follow-up, and coordination across partner teams such as QC, Engineering, Projection, Audio, and other operational groups as needed.

Requirements:

Basic Qualifications:

• Experience in a media post-production, mastering, or digital delivery environment.
• 3+ years of experience in a project coordination, operational support, or administrative role.
• Working knowledge of post-production workflows, file-based media services, and the importance of schedule, asset, and billing accuracy.
• Ability to work collaboratively across teams, manage multiple priorities, and escalate issues proactively when timelines or deliverables may be impacted.
• Strong customer service, communication, organizational, and follow-through skills.
• Ability to work evenings as part of a post-production facility with extended or overnight business hours.

Preferred Qualifications:

• Experience with major studio operations, vendor-based media servicing environments, or digital asset workflows is a plus.
• Familiarity with work order systems, Salesforce, Microsoft Office, and scheduling or operations tracking tools preferred.
• Demonstrated ability to take on increasing ownership of routine project coordination and client communication responsibilities in a fast-paced operations environment.

Required Education:

BA/BS pref.

Work Schedule:

In-Office days Mon.-Fri.

Shift is 12:00pm-8:00pm but could shift a bit earlier.