Studio Coordinator

VMI is an award-winning agency, now a part of Journey, producing stunning visual imagery, animations, and virtual reality experiences that enthrall and engage viewers.  We fully immerse ourselves in understanding our customers’ motivations and translating them into something effective that is elegant, beautiful, and truly different.  Our mission is to create disruptive and exciting customer experiences through technology that evoke real emotion and impact.

Summary 

The Studio Coordinator is central to the everyday operations of the VMI studio and is responsible for keeping the studio tidy, well-maintained, and presentable at the top of each day. This role is pivotal in ensuring the smooth operation of our office and facilitating effective communication within the organisation.  

The ideal candidate should have experience in a similar position, be highly organized, professional, proactive, independent, crafty, computer savvy, and a self-motivated problem solver. The studio coordinator will also work closely with VMI executives on diary management, travel arrangements, expenses, and more. 

The day-to-day at VMI is never the same, so flexibility, consistency, and reliability are key. A charismatic personality with a good sense of humor is required, as you will be the welcoming face of our studio. Experience in a similar creative environment is a plus. 

Main Responsibilities 

Studio Maintenance: 

• Open the studio at the start of the day, ensuring that all meeting rooms, kitchen, and other areas are organized and ready for the team each day  
• Serve as the point person for office manager duties, including:  
• • Office Maintenance; proactively maintain the office condition and arrange necessary repairs 
  • Ordering and stocking of supplies 
  • Managing workplace equipment 
  • Running errands as necessary 
  • Greet and welcome visitors to the studio 
  • Manage conference room bookings and to that each room is in perfect shape for the next meeting 
  • Organize the office layout and order stationery, mail handling 
  • Partner with HR to assist in the onboarding process for new hires 
  • Coordinate with IT department on all office equipment 
  • Assist employee on office management issues (e.g. stationery, Hardware and travel arrangements) 
  • Liaise with facility management vendors, including cleaning, catering and security services 
  • Plan in-house or off-site activities, like parties, celebrations and conferences 
  • Maintain inventory, organizing and purchasing supplies, snacks, catering. 

Administrative Support: 

• Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements. 
• Prepare and organise documents, reports, and presentations using Google Suite. 
• Perform data entry tasks accurately and efficiently, ensuring all information is up-to-date. 
• Handle phone calls with professionalism, demonstrating excellent phone etiquette. 
• Assist in clerical duties such as filing, photocopying, and maintaining office supplies. 
• Coordinate meetings, including logistics such as venue booking and catering arrangements. 
• Maintain confidentiality of sensitive information while fostering a positive office environment. 

Qualifications & Ideal Candidate Attributes 

Character Traits  

• Thrives in a varied, people-facing role 
• Skilled planner and organiser with impeccable attention to detail 
• Efficient time management skills 
• Flexible and adaptable 
• Logical, proactive, and resourceful; able to work independently 
• Excellent communicator 
• Enjoys a varied and creative environment 
• Able to make quick decisions // be decisive  

Required Qualifications / Experience 

• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant  
• Knowledge of Office Administrator responsibilities, systems and procedures 
• Proficiency in MS Office (MS Excel and MS Outlook, in particular) 
• Hands-on experience with office machines (e.g., fax machines and printers) 
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang 
• Excellent time management skills and ability to multi-task and prioritize work 
• Attention to detail and problem-solving skills 
• Excellent written and verbal communication skills 
• Experience arranging  
• Exceptional organizational and planning skills in a fast-paced environment 
• A creative mind with an ability to suggest improvements 

The role requires 5 days a week in the office at our cool and modern designed space that fosters creativity and collaboration located in the heart of Brixton. 

Additional pay:

• Bonus scheme

Benefits:

• Casual dress
• Company events
• Company pension
• Gym membership