Office Coordinator

OVERVIEW

The Office Coordinator plays a vital role in ensuring the smooth daily operations of our physical studio, while providing essential support to the HR and Finance teams. This highly visible position requires professionalism, discretion, and a strong commitment to confidentiality in all interactions across the agency.

In this role, you’ll oversee office logistics, support internal culture initiatives, and provide administrative and operational assistance across departments. Success in this position requires someone who is highly adaptable and comfortable wearing many hats—whether that means jumping in to coordinate events, troubleshoot facility needs, or lend a hand to HR or Finance.

You are a proactive, detail-oriented multitasker with the flexibility to respond to the evolving needs of the agency and a genuine enthusiasm for contributing wherever needed in a fast-paced, creative environment.

The Office Coordinator Position is in office in Burbank, CA 9am – 6pm, Mon-Fri. With occasional overtime needs for events & out of hours deliveries.

ROLES & RESPONSIBILITIES

OFFICE ADMIN & FACILITIES

• Manage parking allocations, kitchen stock, and snack/beverage inventory.
• Answer phones and greet guests and deliveries.
• Act as a point of contact for on-site visitors and external vendors.
• Manage Uber, DoorDash, Amazon, and similar accounts, ensuring proper business use and documentation.
• Liaise with building management and facilities vendors (cleaning, repairs, plants).
• Order supplies, manage mail/shipping.
• Maintain shared spaces, meeting rooms & overall office organization & cleanliness (including light cleaning duties, hanging artwork, purchasing new furniture & decorative touches).
• Track and flag any health or safety issues to management.
• Act as Emergency Safety Officer.
• Ensure office security (doors locked and closed at end of day).
• Conduct office tours for new employees.
• Responsible for coordinating office moves & upgrades.

FINANCE & OPERATIONAL SUPPORT

• Support preparation of client invoices in QuickBooks (AR), submissions to clients & recording on SmartSuite. Collaborate closely with department Account Managers and Producers to review and adjust draft invoices prior to final approvals.
• Issue Temporary Employee & Independent Contractor agreements for signature
• Set up new hires (W2) & freelancers (1099) in relevant AP, payroll & time tracking systems (Justworks, Harvest, SmartSuite). Offboard also on a timely basis.
• Submit independent contractor invoices to AP system, with department, project & GL coding.
• For client project related spend (AP & Amex), enter hours / costs on Harvest to client job.
• Reconcile HR System PTO and timesheet PTO data weekly, liaise with employees & department heads for corrections.
• Ensure completeness of timesheet data - chase employees for missing data & flag exceptions to Department Heads weekly.
• Enter hourly paid W2 employee hours in Payroll system bi-weekly. Ensuring completeness, accuracy & correct recording of overtime.
• Maintain employee costs and bill rates in Harvest.
• Submit employee expense claims to AP for processing (ensuring adequate supporting documents & coding)
• Ensure credit card cardholders provide receipts, business purpose & coding for every transaction. Ensure that coding of every transaction is correct before uploading to QuickBooks.
• Manage remittance documentation by client and month to guarantee accurate payment capture.
• Maintain annual insurance COIs and issue to clients/vendors on request

HR SUPPORT

• Notify IT of new joiners/leavers in timely manner for equipment planning, ensuring smooth onboarding/offboarding process.
• Responsible for welcoming, onboarding & orientation of new employees & freelancers.
• Complete i-9 verification for W2 employees in compliance with USCIS requirements
• Perform background checks
• Reconcile HR System PTO and timesheet PTO data
• Ensure completeness of mandatory training & handbook & policies acknowledgement for all employees
• Support HR as needed

EVENT PLANNING & INTERNAL CULTURE

• Support planning and execution of team events, offsites, screenings, and celebrations.
• Coordinate travel and logistics for shoots or company trips.
• Help recognize birthdays, anniversaries, and internal morale boosters.

INNOVATION AND CULTURE

• Promote a positive, can-do atmosphere across all teams.
• Lead by example in professionalism, confidentiality, courtesy, and dependability.
• Suggest and implement improvements to administrative workflows.
• Foster a collaborative environment that aligns with Legion’s values.

PHYSICAL DEMANDS & WORK ENVIRONMENT

• Full time office-based, with occasional errands & light lifting required.
• Required to be available for overtime to lead & support company events.
• Frequently required to stand, walk, and sit.
• Regular use of hands and fingers for office equipment.
• Frequently required to bend, stoop, kneel, or carry materials.
• Occasionally required to lift and move items over 10 pounds.
• Continually required to talk and hear.
• Work near standard office equipment; noise level is usually moderate.
• Specific vision abilities include close vision, distance vision, color vision, and focus adjustment.
• Equipment used includes Apple Macs, printers, telephones, and photocopy machines.

EXPERIENCE & SKILLS

• Some experience in an administrative, office coordination, finance or operations role (internships or agency experience a plus).
• Some Billing & Accounts Payable experience desirable
• Strong organizational and time-management skills.
• Clear verbal and written communication skills.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• A proactive mindset with strong attention to detail & accuracy.
• Comfortable working on a Mac and using tools like Google Workspace (Docs, Sheets, Gmail, Excel, Adobe, Word, etc.)
• This position requires access to confidential financial and personnel information; must always exercise a high level of discretion and always maintain strict confidentiality.
• Familiarity with project management tools (e.g., Harvest, SmartSuite).
• Strong interest in HR, finance, or production/creative agency environments.
• Experience planning internal events or coordinating logistics.
• Comfortable supporting executives or senior team members with administrative tasks.