Studio Administrator Coordinator

Job Title: Studio Administrator Coordinator

About the Role:

We are seeking an experienced Studio Administrator Coordinator to oversee the efficient operation and maintenance of our studio. The ideal candidate will be responsible for coordinating various aspects of facility management, management support, operations, and financial administration.

Key Responsibilities:

• Oversee day-to-day facility operations, including maintenance, repairs, cleaning, and security.
• Develop and implement procedures for facility maintenance, safety, and security to ensure compliance with regulatory requirements and company standards.
• Coordinate with external vendors, contractors, and service providers to schedule and oversee maintenance and repair activities.
• Conduct regular inspections of facilities to identify maintenance needs, safety hazards, and areas for improvement.
• Manage facility-related budgets, expenses, and contracts to ensure cost-effective operations.
• Maintain accurate records and documentation related to facility maintenance, safety inspections, and service contracts.
• Collaborate with internal stakeholders, including HR, IT, and finance departments, to address facility-related needs and requirements.

Administration:

• Performs administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Performs other tasks as needed such as assisting with department wide initiatives and events.
• Schedule meetings on behalf of management and external vendors and partners
• Prepare materials for internal and external meetings, including Powerpoint presentations, word documents and Excel Spreadsheets
• Provides high-level administrative support and assistance to management.
• Maintain and monitor records for the team.
• Provide assistance to HR and Hiring Managers: setting up interviews, liaising with HR and candidates directly.
• Assist with HR administration when required.
• Assist and support visitors from overseas offices to the Paris Studio
• Arranges domestic and international travel including flights, rental cars, hotels, and car services (where required)
• Coordinate scheduling and calendar management, as well as management of content and flow of information to management.

Finance:

• Ensure supplier invoices are signed for approval by the correct authorised person.
• Ensure supplier is paid by the required date by way of tracking.
• Review and analyse supplier accounts.
• Inform management when a contract is due to expire or if there is a potential cost increase.
• Review and track monthly all studio projects and their related financial status.

Requirements:

• Past working experience in a relevant role, Secretarial background is preferable within a financial service and/or recording studio environment with diary management experience.
• Relationship management with senior stakeholders, collaboration and influencing skills.
• Proficient in IT, Outlook, Excel, Word, HR Direct and in-house systems
• Both spoken and written communication skills with experience of adapting your style and approach to the audience.
• Supported project team/managers, showing an understanding of the principles of audio project management.
• Outstanding planning and organisation skills – dealing with multiple tasks and deadlines under pressure.
• Ability to multi-task and manage completing priorities and agenda.

Why Join Us:

At PTW, we offer a competitive salary, paid time off, professional development opportunities, a creative work environment, performance reviews, service awards, and company events. We care about the wellbeing of our employees and have a dedicated employee wellbeing programme.

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