Office Manager, Synapse Virtual Production

Job Title: Office Manager 
Location: Downtown Los Angeles [In Office]
Company: Synapse Virtual Production
Range: $70,000 - $85,000

About Synapse
Synapse Virtual Production is a pioneer in virtual production (VP) content creation, facility development, education, consulting, and stage rental. By leveraging AI, game engine software, cutting-edge hardware, and novel workflows, Synapse is reinventing how premium content and experiences are made. Its award-winning team of veteran filmmakers, technologists, and immersive experts enable studios, networks, agencies, and production companies to create groundbreaking content with unparalleled efficiency. Synapse offers VP volume stage rental at its downtown Los Angeles headquarters and through the expanding global network of Synapse Certified™ stages. Additionally, Synapse collaborates with universities and studios on VP facility design, R&D, and education initiatives to ensure a sustainable talent pipeline for the industry and jobs for the VP workforce of tomorrow. More information at synapsevp.com, on LinkedIn, and on Instagram. 

Position Overview
We are seeking a proactive Office Manager to oversee the day-to-day office operations in our LA studio.  You will support various departments and ensure the smooth functioning of administrative duties. This position has a dual role of overseeing our office facilities and providing administrative support to our  executives. This is a highly dynamic role that will make contributions to our entire team by using strong organizational, communication, and critical thinking skills.

KEY RESPONSIBILITIES

Oversee Daily Office Operations: Manage the day-to-day activities of the office, including staff support, client service, and office maintenance. Assist with open and close of studio during production. 

Facility Agreements, SOWs & Budget Actualization: 
Assist with budget management, invoicing, vendor purchase orders, and entry into Get Actual. Manage the scope of work for all projects, signature gathering, and project specific administrative workflows. Manage corporate and marketing budget. 

Studio Demos 
Schedule all new guest demos, maintain the demo calendar, coordinate meeting supplies, collaborate with Stage Manager to ensure proper demo staffing.   

LACS Tenant Services: Submit maintenance requests, manage staff badges, disseminate campus memos, serve as floor warden for emergency preparedness meetings. 

Client and Visitor Management: Serve as the primary point of contact for clients and visitors, ensuring a welcoming environment. Coordinate meetings, appointments, and ensure hospitality is provided.

Staff Support and Coordination: Assist employees with administrative needs, including supplies, tech support coordination, onboarding, and workspace organization to support a productive environment for all staff members. Provide administrative support for executives as needed. 

Calendar Management & File Organization: Maintain and coordinate master/company calendars, including meetings, holidays, and office-wide events. Manage bookings for conference rooms and ensure they are prepared for meetings. Assist with the organization of our Google Drive and folder structure to ensure efficient access and retrieval of documents.

Office Environment/Vendor and Supply Management: Ensure the office remains clean and a pleasant place to work. Manage relationships with office vendors (cleaning services, office supplies, catering, etc.), ensure timely procurement of necessary supplies, and handle vendor contracts and negotiations. Identify opportunities to improve office processes and workflows to increase efficiency. Implement new office policies and procedures when necessary.

Event Planning Support: Coordinate internal and external company events, team-building activities, ensuring all logistics (catering, setup, space preparation) are properly managed.

Oversee Intern Program: 
Manages the summer internship program, serving as the primary point of contact/supervisor for interns, managing onboarding, scheduling events, and facilitating feedback processes in collaboration with HR and department leads. 

SKILLS + QUALIFICATIONS

The ideal candidate will have the following:

• 3 years of executive/operations assistant experience.
• Demonstrated experience in real estate/facility management within a production environment is preferred.
• Effective communication and interpersonal skills; able to establish trust and rapport with all levels of staff and diverse stakeholders.
• Process focused but comfortable with ambiguity and able to work with minimal oversight–extremely detail oriented.
• Passion for or interest in the production industry, PA experience is a plus. 
• Highly detail-oriented, organized, discreet and sensitive to private information.
• Excellent writing and verbal communication skills.
• Ability to juggle multiple projects at once and work across geographically-dispersed teams.
• Quick to learn new procedures and eagerness to add new tasks and skills.
• Able to work out of our Downtown LA office 5 days per week.