The Office + Production Manager reports to the Associate Director of Operations and supports the overall functions of the SFFILM Administration and Operations departments. The Office & Production Manager is responsible for the day-to-day management of SFFILM’s office space, which includes administration offices and the SFFILM FilmHouse space. Additionally, this role supports the Operations department with year-round event production-related activities including organization, storage, and movement of production inventory, and on-site event support.
SFFILM is moving into a new office space in October of 2021, and this role will be responsible for leading the move in and set up of that space, including executing from a blank slate of projects including storage and supplies, desk assignments, IT, and office use policies and procedures, working closely with the Executive team and external contractors as necessary.
This position will have a key role in customer service for the organization, serving as the first point of contact for office guests, main line phone calls, and emails. They will also be an adept behind-the-scenes administrator and project manager, supporting SFFILM to solidify logistics, processes and policies as it relates to reopening an office space and providing administrative and production support to the Operations team. This is an hourly full-time position with some night and weekend availability requested.
- For 2021: oversee the complete move into a new office space, including managing project timelines, layout of office space, and policy creation (this work should conclude by end of 2021.)
- 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 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.
- Receive all general calls, emails, online chatbot, and other inquiries and distribute them to the appropriate department when necessary.
- Support the Senior Manager, HR & Administration in the creation and implementation of office related HR policies and plans including but not limited to desk assignments, safety plans, guest use policies, and parking reimbursement.
- Provide light IT administrative support including phone system maintenance, password resets, and other minor troubleshooting
- Support the creation of usage guides for organizational systems and tools.
- Maintain year-round materials such as SFFILM HQ calendar, Org Chart and Festival staff contact sheet.
- Support the Senior Manager, HR & Administration in planning and executing internal events for staff morale.
New Staff Onboarding
- Work closely with Senior Manager, HR & Administration on IT set up for new hires, including equipment and account set ups.
- Run in-person onboarding meetings and conduct office tours, with a high volume of seasonal staff being onboarded in January – March.
Production and Event Support
- Support the production of all year-round events taking place at the SFFILM offices including but not limited to board meetings, FilmHouse mixers, donor receptions, etc.
- Execute production requests from other departments, including physical load in and load out.
- Support Production Van management including adding drivers to insurance, holding keys, van maintenance, and scheduling its use.
- Lead all Festival and year-round badge printing processes.
- Act as a member of the year-round customer service team, with increased customer service responsibilities during festival season.
- As a member of the Operations team, support onsite at exhibition events as needed, including production load ins, venue management, and other areas as needed, including nights and weekends.
- 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.
- Ability to be flexible, as this is a newly restructured role and will be managing a new office space.
- 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.
- Must have valid driver’s license and clean driving record, and be comfortable driving a minivan. 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.