Overview
SFFILM is seeking a self motivated, organized, and creative full-time, year-round Office & Production manager to join our team in a role essential to both the running of a busy non-profit and the execution of our many exhibition and education events. This position is a great fit for a person who wants to support and grow skills in production, staff management, and non-profit arts and administration. The Office & Production Manager works closely with the entire organization, but also has numerous independent projects and significant self-directed time.
The Office & Production Manager is a full-.time position that reports to the Director of Operations, supporting the overall administrative functions of the SFFILM office and managing all production needs for events including the San Francisco International Film Festival, Doc Stories, Awards Night, and more.
This position will be the key member of our Operations team focused on the smooth running of our office space, including front desk management and customer service, supply ordering, and serving as a point of contact for facilities related vendors and contractors.
Additionally, this role supports the Operations department with year-round event production related activities including inventory, storage, production schedules, and supervising Production Assistants during event season. This role leads other production related projects such as managing rentals and printing badges.
As the first point of contact for office guests and facilities related needs, this role will be expected to work from our SOMA office Monday through Thursday, with the option to work remotely on Fridays. Some night and weekend availability is required, especially during event seasons.
Application review begins June 3 but will be rolling after that. This position is paid hourly at the rate of $23-$25 per hour depending on experience and is eligible for all SFFILM benefits and overtime.
Responsibilities
Office Management
- Lead management of SFFILM office including, but not limited to, inbound and outbound mail, phone reception, managing office supply orders and office hardware, managing kitchen cleaning and supplies, and greeting guests upon arrival.
- Manage all office and event production supplies, keeping storage clean, organized, and inventoried.
- Oversee the scheduling and coordinating of shared office space and conference rooms for meetings, workshops, etc.
- Serve as the primary point of contact for property manager and facilities vendors (IT, janitorial, and others) as needed.
- Serve as a key member of the customer service team, receiving all general calls, emails, online chat bot, and other inquiries and distributing them to the appropriate department when necessary.
- Support subletters of office spaces, including providing office tours to prospective subletters and supporting questions and facility requests.
- Provide light IT administrative support including phone system maintenance, password resets, and other minor troubleshooting.
- With the support of the Director of Operations and Executive team, lead the planning and executing of internal events for staff morale.
- Maintain year-round materials such as SFFILM HQ calendar, Org Chart and Festival staff contact sheet.
Production and Event Support
- Lead the production management of all SFFILM Festival events, as well as events leading up to the festival including programs at our office and Filmhouse spaces.
- Manage the inventory “check-out” and tracking system, ensuring the Inventory Spreadsheet is up-to-date after the Festival,
- Manage process for PARFS (Production Assistance Request Forms), including communicating with all teams on workflow and deadlines,
- Manage production schedule for SFFILM Festival, Doc Stories, and other events, including all load ins and load outs.
- Hire and supervise two Production Assistants, including management of schedules and overtime.
- Coordinate with multiple departments on production equipment rentals, including managing vendor relationships and budget tracking.
- Lead all Festival and year-round badge printing processes.
- Oversee Production budget, and keep detailed track of financials.
- Support Production Van management including holding keys, van maintenance, and scheduling its use.
- Coordinate with SFMTA on parking meter reservations as needed.
- Work closely with the Communications team and other Operations teams to support the ordering and implementation of signage for all SFFILM events.
New Staff Onboarding
- Work closely with the Executive and Operations team on IT set up for new hires, including equipment and account set ups.
- Lead orientations and office tours for new staff.
- Own administrative tasks for onboarding new staff such as as assigning Basecamp Onboarding to-dos, scheduling Welcome Emails, and leading office tours and security trainings.
- Update Org Chart, Festival staff contact sheet, AirTable databases, Google Listservs, and other materials as needed when new staff is onboarded.
- Program and manage the tracking of office key fobs and security assets for staff and FilmHouse residents.
- Support updating of onboarding materials for content and character.
Qualifications
- 1-3 years experience in office administration, facilities management/support, and/or event operations.
- An interest in learning about multiple facets of non-profit operations and film festival events will lend itself to a satisfying experience in this role.
- Extremely detail oriented with experience is managing organizational systems.
- Experience with event production strongly preferred.
- Able to demonstrate strong writing skills, especially in a customer service setting.
- Must be proactive and highly communicative.
- Ability to work autonomously, with minimal supervision and a limited budget.
- Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests.
- Experience with project management systems such as Basecamp a plus.
- Willingness/ability to perform heavy lifting up to 50 lbs.
- Must have valid driver’s license and clean driving record, and be comfortable driving a van. Offer will be contingent upon approval from our insurance.
SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.
SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.