Administration and Operations Assistant

About us

We are one of the world’s leading localisation companies, offering foreign-language versioning services such as voice-over, dubbing, subtitling and translation services as well as post-production and graphic design. We have a wide portfolio of international and local clients including some of the biggest global brands in the entertainment, media and corporate industry.

Summary

We are looking for an Administration and Operations Assistant to join our VSI Los Angeles Office.

You will be part of a dedicated team delivering dubbing, subtitling, voice-over and translation projects in a variety of languages, primary English and in different formats.

You will report to the VSI Head of Human Resources and Administration, and you will work across the company to provide administrative and operational assistance where needed.

Key responsibilities

• Perform opening and closing duties for the main studio and Annex buildings (lights, blinds, outdoor furniture, etc.)
• Maintain the cleanliness of common areas and studios and ensuring restroom, kitchen and reception areas are neat, tidy, and fully stocked with groceries at all times.
• Answer and direct telephone calls and general query emails in a professional manner.

• Greet clients, visitors, and staff politely and professionally.

• Sorting and distributing incoming and outgoing mail, deliveries, and shipments.
• Handle ordering of food for client visits or star talent as directed.

·       Liaise with the Production and Audio departments to distribute all start paperwork for Directors and Audio Freelancers as well as the daily distribution and collection of talent paperwork (Exhibit Gs, New Hire Forms, etc.)

• Communicating information and updates to relevant departments.

·       Conduct weekly inventory of office and pantry supplies, communicating weekly orders based on supply to the Financial Controller.

·      Assist the Head of Human Resources and Administration with in-house events and client gatherings as needed.

·      Provide support to the Financial Controller, Head of Human Resources and Head of Technical Operations with operational and/or facilities duties across all both locations (Main and the Annex).

·      Any other administrative or generic office duties as required.

Skills and Experience

• High School diploma required; college degree preferred.
• Prior experience in customer service or administration highly desired; familiarity with entertainment processes helpful.

·      Strong and efficient computer literacy (Word, Excel, Google, PowerPoint) using both PC and MAC

·      Strong planning, organizational and multi-tasking skills; must be excellent at time management.

·      Adept at shifting deadlines and priorities often with little to no notice.

·      Outgoing personality, with good customer service and listening skills

·      Ability to self-direct in an independent manner while functioning as a team player comfortable in a collaborative environment.

·      Strong communication skills, both written and verbal, with the ability to build good working relationships in person or remotely

·      Ability to work 40 hours a week, and some evenings and weekends as needed.