Back Office Assistant

Back Office Assistant (BOA) Job DescriptionAbout the RoleWe’re seeking a detail-oriented and dependable Back Office Assistant (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 ResponsibilitiesVendor & Finance Support:

Collect and verify bills, quotes, and payment requests from vendors, freelancers, and rental partnersCoordinate with the Finance team to ensure the timely submission and processing of paymentsMaintain up-to-date cost trackers for equipment, props, travel, and logisticsFootage & Drive Management: Log and track the movement of hard drives and footage between campuses, editors, and post teamsPerform first-level file naming and folder hygiene checks before QC or editorial handoffCoordinate with Creative Ops Lead for NAS/cloud uploads and footage backupsDocumentation & Reporting:

Maintain clear records for all shoot-related assets, expenses, and approvalsEnsure internal documentation standards are followed (Google Sheets, Drive, Trello, or internal tools)Support creative Operations in preparing weekly summaries and report updatesTeam & Vendor Communication: Liaise with editors, production assistants, and stakeholders on asset handovers and follow-upsCoordinate with vendors for delivery timelines, invoice clarifications, and payment statusesQualifications & Requirements1–3 years of experience in back-office coordination, preferably in media, production, or operationsStrong 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 ballBasic understanding of production workflows, file formats, and data organizationGood communication skills for coordination with both creative and admin teamsHighly organized, deadline-driven, and discreet with sensitive dataBonus: Experience using tools like Trello, Notion, or ERP systemsWhy This Role MattersBe the operational backbone behind a fast-growing content teamGain exposure to creative workflows and media production logisticsWork with a multidisciplinary team of editors, producers, cinematographers, and financeOpportunity to grow into production operations, post-production management, or project coordination roles