New Regency is an Academy Award-winning, globally released theatrical feature films with a catalog of around 130+ films and several new releases a year. The film slate includes global box office phenomena such as Bohemian Rhapsody, The Revenant, Gone Girl, Mr. & Mrs. Smith, and iconic titles L.A. Confidential, Heat and Fight Club, and many more. New Regency also has a television production unit responsible for producing high-end television series such as Mr & Mrs Smith, The Crowded Room & upcoming Man on Fire for Netflix.
Position:
The Company has an opening for a full time Office Coordinator to provide full administrative assistance to the Co-Heads of Department and sales team, look after the day to day running of the office and be the first port of call for all enquiries to the London office. The ideal candidate is an experienced and highly efficient and personable team member who can liaise with individuals at all levels.
Key Responsibilities:
- Acting as front of house for all enquiries as well as meeting and greeting visitors, booking conference rooms, etc.
- Regularly liaising with contractors and suppliers to ensure the smooth running of the office.
- Managing the company credit card and submitting all business receipts and invoices.
- Ordering and maintaining office supplies and stationery.
- Ensuring team have appropriate set up for mobiles, PCs, business cards, new starter on-boarding and generally liaising as appropriate with IT help in both LA and locally in London to ensure minimal down time for the team.
- Fielding calls and collecting and distributing the post. Sending post where necessary.
- Ensuring that the office Health & Safety requirements are up to date.
- Implementing and maintaining office procedures/ administrative systems.
- Project managing upcoming office renovation
- Managing diary for Co-Heads of department.
- Liaising with various internal and external individuals on behalf of Co-Head of department and assisting in the recruitment process, where relevant.
- Assist in pulling together all team information or documentation required by Co- Heads of department or by LA Office, e.g., sales estimates.
- Running availability reports as requested by team.
- Assist with contract processing and circulating for sales team.
- Completing ad hoc projects as they arise.
- Arranging travel and creating necessary itineraries for Co-Heads of department and Sales Team for all travel & meeting requirements.
- Submitting expenses for Co-Heads of the department and Sales Team.
- Organizing all logistics relating to industry markets such as MIPCOM, Berlinale & Content Americas including coordinating with the stand builders, registrations, travel, accommodation, restaurant bookings, and scheduling client meetings.
- Updating various marketing materials, sales sheets, and presentations.
- Prepare marketing e-blasts for clients ad hoc; update and maintain client databases.
- Liaising with external agency to make updates to the Sales page of the company website.
Key Candidate Criteria:
- Highly proficient in Microsoft Office and in particular, MS Excel. Experience with Adobe InDesign would be desirable.
- Strong interpersonal skills with the ability to deal with people at all levels.
- Fluency in English and excellent communications skills, including flawless writing skills. A second language would be an advantage.
- Extremely efficient with the ability to prioritize workload and take multiple tasks on board at a time.
- Proactive person to be thinking ahead of what will be needed as opposed to waiting to be asked.
- Problem-solver and motivated self-starter.
- Ability to work both independently and collaboratively as part of a team.
- An ability to learn databases and find solutions for collecting data.