Operations Coordinator

job description summary

the operations coordinator is responsible for assisting the operations manager and chief operating officer with projects, tasks, and reporting, as well as coordinating the operations departments and facilitating the operational needs of the company for day-to-day and m&a activities. The operations coordinator serves as a conduit between managing directors/company staff (aka operations ''customers'') and internal operations executives on all internal operations requests, obstacles, processes and projects, where judgment, discretion and excellent communication serve a vital role.

This role is full time, fully in-office out of our century city, ca location. There is potential for the role to be hybrid following satisfactory 6-month probation period.

the operations coordinator is responsible for assisting the operations manager and chief operating officer with projects, tasks, and reporting, as well as coordinating the operations departments and facilitating the operational needs of the company for day-to-day and m&a activities. The operations coordinator serves as a conduit between managing directors/company staff (aka operations ''customers'') and internal operations executives on all internal operations requests, obstacles, processes and projects, where judgment, discretion and excellent communication serve a vital role.

This role is full time, fully in-office out of our century city, ca location. There is potential for the role to be hybrid following satisfactory 6-month probation period.

job description

• maintaining an excellent relationship with all company personnel, especially those in operations departments
• assisting in the processing, tracking and maintenance of new client onboarding forms and engagement letters, as well as client offboarding forms and processes.
• work closely with a paralegal to ensure accurate client service and timely delivery of yearly engagement letters
• processing and tracking internal finance department requests
• monitor facilities, remote work and other operations tickets and respond to them as needed
• prepare agendas, letters, notes, action items lists, e-mails, and other communications for coo and operations manager, including sitting in on meetings as needed
• assist in maintaining coo's calendar, including planning travel
• assist in maintaining and facilitating hoteling software office space and preparing office utilization reports
• maintain database for annual charity contributions and tracking donations against budgets
• maintain and facilitate the company's intranet
• update and distribute forms as needed
• maintain the policy & procedure bible, processing and communicating updates
• assist the marketing manager with research and other needs
• work with other operations departments to assist in their projects and organizational needs
• take on special projects as needed
• serve as a change ambassador for incoming personnel due to m&a work
• participate in morale committee events, including volunteering for set-up and social media photography
• many other projects and duties as assigned

qualifications

• 2+ years of experience in an administrative role
• bachelor's degree is required
• entertainment industry experience preferred
• intermediate knowledge of microsoft word, excel, outlook, teams, copilot, planner, onenote and power point
• able to work independently and with little supervision
• able to juggle multiple responsibilities, switching from one task to another with ease
• able to act in a confidential capacity - this position requires discretion
• excellent research skills
• excellent verbal and written communication skills
• excellent interpersonal skills to create and maintain a trusting relationship with staff and clients

this is a non-exempt, overtime eligible position. The annualized base pay range for this role is $60,000 to $75,000
. Actual base pay could vary based on factors including but not limited to experience, subject matter expertise, geographic location where work will be performed, and the applicant's skill set. The base pay is just one component of the total compensation package for employees. Other rewards may include an annual bonus and a comprehensive benefits package. Candidate information, including education and work experience, is verified upon an offer of employment.

Falsification of application information may be grounds for denying employment.

grf, focus partners business management is a leading full-service business management firm serving an exclusive clientele of entertainers, athletes, executives, and select high-net-worth individuals. With approximately 40 managing directors and more than 700 professionals, grf provides comprehensive financial and advisory services across the music, film, television, sports, literary, and broader entertainment industries, as well as multi-family office services for ultra-high-net-worth individuals and families.

as part of focus, a leading financial services organization offering wealth management, family office, and business…