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Front Office & Operations Assistant job

FilmlaLos Angeles, CA
Filmla jobs

Company

Skills

Benefits

Company Description

FilmLA is a 501(c)4 not-for-profit public benefit organization and film office. It is located in California. Its mission is to create innovative content for its viewers. It provides film permits, production planning, research, and an online permit system. It offers competitive wages and a broad array of benefits including medical, dental, and vision insurance, life insurance, AD&D insurance, healthcare spending account, commuter benefits, paid time off, flexible spending accounts, and a 401k retirement plan. It also provides an employee assistance program. It is providing employment opportunities for the accounts receivable clerk, HR generalist, solution service specialist, production coordinator, and other positions.

Job Description

Job Description

Front Office & Operations Assistant

Full time Position

Nonexempt

the Front Office and Operations Assistant is the first point of contact between client and company and demonstrates professionalism by using a client centered approach to build trust, address needs, and to deliver solutions by screening and recognizing individual client needs.

The ideal candidate is confident, pleasant, patient, has a calm demeanor, able to defuse tense situations, flexible, loves talking to people, demonstrates professionalism, has the ability to communicate with a variety of personalities by using excellent listening skills, able to assess needs and make people comfortable.

Essential Functions & Responsibilities:

Front Office:

  • Maintains security by ensuring that all visitors sign in and out. Notifies Leadership of any issues arising in the lobby.

  • Provides excellence in customer service by welcoming clients and visitors; notifies appropriate team member  of visitor arrival.

  • Manages permit pickup rotation process by looking up permit information, updating smart sheet and assigning it to a team member.

  • Manages front office flow; becomes aware and anticipates client and visitor needs.

  • Ensures the front office area is well maintained and monitors form supplies to ensure that sufficient forms are available at all times.

  • Processes permit pickups by collecting final payment, printing final copies of permits, and processing payments.

  • Processes community surveys by highlighting responses, scanning and saving documents to appropriate location.

  • Enters LA City "No Parking" sign posting requests in TEAMS database. Adds permit information to DTLA board.

  • Manages special event emails and alerts, updates related calendars and communicates to Operations staff in order to inform production companies.

  • Enters all film production related street closures into database.

  • Enters, calculates, and reviews permit fees that are provided by permit approvers.

  • Coordinates student, simple, still, and "permit exemption" permit applications by reviewing and determining necessary tasks required to process permit application. Obtains approvals from appropriate jurisdictional client departments for requested activities in order to finalize the permit.

  • Reviews on-call logs and identifies community complaints/remarks and enters in Remarks Database.

  • Other duties as assigned.

Knowledge, Skills & Abilities:

  • One to three years of similar or related experience.

  • A two year college degree or job specific skills acquired through on-the-job training.

  • Ability to handle a fast paced environment.

  • Experienced in MS Office products.

  • Ability to write reports and correspondence.

  • Excellent oral/written communication skills.

The Company is an Equal Opportunity Employer. No employee or applicant shall be subjected to discrimination or harassment. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, domestic partner status, or medical condition.

Company Description
FilmLA is a private, 501(c)4 not-for-profit organization established for the public benefit. We coordinate and process permits for on-location motion picture, television and commercial production under contract to an ever-increasing roster of public-sector clients in the Los Angeles region. All permits are issued by the authority of and in accordance with the policies of each client jurisdiction.

We function differently than the typical film office or film commission. Most such entities are publicly-funded government agencies focused on promoting their regions to the film industry. FilmL.A. was created when the City and County of Los Angeles decided to privatize their film permit offices, allowing more flexibility in providing services to production companies and local communities.

Although FilmL.A. is funded primarily by permit coordination fees paid by production companies, ongoing community relations is a key component of the service we provide. We work to strike a balance between the needs and interests of the entertainment industry and the neighborhoods affected by on-location production.

In today's highly competitive, global entertainment production market, our services help the Los Angeles region retain its status as the entertainment production capital of the world.

TASKS

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

SKILLS

  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Job Training

Filmla

Type

Nonprofit

Size

Small

Location

Los Angeles, CA

Founded

1995

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