Administrative Coordinator

Administrative Coordinator - Media Operations

Position Overview

The Administrative Coordinator supports the coordination of permitting, documentation, and operational logistics for film, television, digital media, and still photography productions. This role manages and facilitates a centralized, one-stop permitting process, serves as a liaison between production companies and various government entities, and provides administrative and reporting support to operations leadership. The Administrative Coordinator is responsible for maintaining accurate records, production data, and insurance documentation while supporting production partners throughout the coordination process. This position also acts as a back-up to operations leadership for permitting-related functions and record maintenance.

Duties and Responsibilities

• Process film and location permits through a centralized one-stop permitting process
• Facilitate and coordinate production-related requests, including projects that may not require permits
• Serve as a liaison between production companies, municipalities, taxing districts, and applicable government departments
• Coordinate approvals and usage of locations for filming purposes
• Collaborate with internal stakeholders on projects that progress from initial inquiry to permitted production
• Maintain official records including permits, insurance certificates, production files, and databases
• Collect, track, and report production statistics for internal reporting and communications
• Prepare monthly, semi-annual, and annual production-related reports
• Review lead and activity reports to track whether inquiries convert to permitted or completed productions
• Identify new production companies and ensure accurate onboarding into internal databases and surveys
• Regularly update contact information, production company profiles, and insurance records
• Ensure municipal, county, and special district contact and insurance information remains current
• Conduct post-production follow-up with production companies to gather feedback and assess overall experience
• Assist with drafting newsletters, announcements, and internal or external communications
• Write press releases, memos, letters, and professional correspondence as needed
• Provide general administrative support and manage day-to-day office tasks
• Maintain flexibility to meet operational demands, including extended or irregular hours when required

Qualifications

• Demonstrated personal and professional integrity
• Working knowledge of film, television, and media production processes
• Prior experience in administrative coordination, production coordination, permitting, or a related field
• Understanding of legal and regulatory considerations related to filming and permitting
• Ability to establish and maintain effective working relationships with public officials, vendors, media representatives, and production professionals
• Strong written and verbal communication skills
• Excellent interpersonal skills with the ability to work independently and collaboratively
• Proven problem-solving abilities and sound judgment
• Familiarity with local production vendors and service providers preferred
• Knowledge of production workflows, incentives, or industry services preferred
• Experience in communications, public relations, or marketing is a plus
• High level of organization, time management, and attention to detail
• Ability to manage multiple projects simultaneously under limited timeframes
• Strategic, proactive, and adaptable work style
• High energy and strong work ethic
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) required

Compensation & Benefits

• Salary Range: $45,000 - $50,000 (based on experience)
• Paid vacation and holidays
• Full benefits available after 60 days
• 401(k) plan available after one (1) year of service

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.