We are looking for a highly organized Coordinator/Administration specialist to support a fast-moving creative production environment in Orlando, Florida. This Contract position will provide administrative, operational, and project coordination assistance to teams managing multiple priorities, deadlines, and stakeholders. The role is ideal for someone who thrives in a detail-focused setting and can keep schedules, documentation, and production activities running smoothly. You will work closely with leadership, production staff, and cross-functional partners to help maintain efficient day-to-day operations.
Responsibilities:
- Coordinate calendars, arrange meetings, and manage scheduling needs for team members and department leaders across multiple priorities.
- Prepare expense submissions, purchase-related documents, and other administrative materials needed to support daily operations.
- Organize team gatherings and departmental meetings by assembling agendas, distributing materials, and documenting follow-up actions.
- Maintain internal records such as contact lists, organizational references, scheduling resources, and department documentation.
- Oversee vendor paperwork and partner with sourcing or procurement contacts to help ensure required documentation is complete and compliant.
- Assist production and creative teams with project setup, timeline coordination, milestone tracking, and workflow organization across active assignments.
- Support production logistics by helping manage shoot planning details, call sheets, location coordination, approvals, and presentation reviews.
- Track budgets, process invoices, and help monitor project spending while maintaining accurate financial and reporting records.
- Coordinate onboarding activities for employees, freelancers, and contractors while helping keep team schedules and resource planning tools current.
- Work collaboratively with creative, production, strategy, account, finance, and business support teams to keep projects moving efficiently.
- At least 3 years of experience in administrative support, project coordination, production support, or a related role.
- Background supporting creative, marketing, entertainment, media, or agency-based teams is preferred.
- Strong working knowledge of Microsoft Excel, Word, Outlook, and PowerPoint for reporting, scheduling, and presentations.
- Experience handling calendars, documentation, meeting coordination, and multi-stakeholder communication in a fast-paced environment.
- Familiarity with invoice processing, budget tracking, procurement activities, and vendor coordination.
- Ability to manage multiple deadlines, maintain accurate records, and stay organized with minimal supervision.
- Effective written and verbal communication skills, with the ability to collaborate across departments and levels of leadership.
- Experience assisting with onboarding, logistics, and operational processes for teams or projects is a plus.