Office & Client Services Administrator

About the Role

The Office & Client Services Administrator plays a central role in keeping Lasting Media organized, responsive, and running smoothly.

This position supports both our clients and our internal team by coordinating schedules, maintaining project information, facilitating client communication, supporting administrative aspects of projects, and managing the day-to-day needs of our office and studios.

This person will often be one of the first points of contact for clients and guests, so professionalism, communication, organization, and hospitality are essential.

This is not a creative or social media position. Instead, the role supports the people doing that work by making sure schedules, information, communication, paperwork, and administrative details don't fall through the cracks.

About You

• You're highly organized, dependable, proactive, and comfortable keeping track of a lot of moving pieces.
• You enjoy working with people and communicate professionally without sounding corporate or robotic. You're comfortable interacting with clients, coordinating with a creative team, and taking ownership of administrative tasks without needing constant direction.
• You notice things. If a meeting hasn't been scheduled, a client hasn't returned something, an invoice needs attention, or the office is running low on something, you're likely to catch it before someone has to ask.
• You're comfortable working in a creative environment where every day won't necessarily look exactly the same, but you also appreciate systems, processes, and getting things done correctly.

Key Responsibilities

Client Coordination

• Serve as an initial point of contact for clients and inquiries.
• Assist with client onboarding and administrative setup.
• Coordinate and schedule client meetings, production sessions, and other appointments.
• Send meeting, studio, and production confirmations and reminders.
• Communicate with clients regarding scheduling, documents, assets, approvals, and other administrative needs.
• Follow up on outstanding client information when necessary.
• Maintain accurate client records and documentation.
• Help ensure clients receive timely communication and a professional experience throughout their relationship with Lasting Media.

Project Administration

• Support producers and project leads with administrative coordination.
• Maintain project schedules, timelines, and relevant documentation.
• Track outstanding administrative items and follow up with the appropriate team members or clients.
• Help coordinate internal schedules and resources.
• Maintain accurate records of project updates and client communication.
• Assist with organizing project files, information, and documentation.
• Help prepare materials needed for client meetings and internal meetings.
• Assist the team in keeping projects organized and moving forward.

Office & Studio Administration

• Manage front-desk responsibilities and greet clients, guests, and vendors.
• Answer and route incoming calls and general inquiries.
• Maintain company and studio calendars.
• Coordinate studio bookings and communicate relevant booking information.
• Help ensure meeting rooms, studios, and common areas are prepared for clients and guests.
• Maintain office and hospitality supplies and reorder as necessary.
• Coordinate with cleaning, maintenance, and other office vendors.
• Receive mail, packages, and deliveries.
• Assist with general office organization and administrative needs.
• Help maintain a professional, welcoming environment throughout the office and studios.

Business Administration

• Assist with preparing contracts, proposals, and other client documentation.
• Coordinate with the appropriate team members regarding invoicing and payment status.
• Maintain basic project and budget records.
• Help gather information needed for client reporting.
• Maintain organized company records and documentation.
• Provide general administrative support to company leadership as needed.Qualifications & Experience
• Administrative, office coordination, client services, or similar professional experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Comfortable communicating directly with clients and vendors.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable learning and using project-management, scheduling, communication, and office software.
• Ability to work independently while collaborating closely with a team.
• Professional, dependable, and trustworthy.
• Experience working in media, entertainment, production, an agency environment, or another creative industry is preferred but not required.

What This Role Is Not

This position is designed specifically around administration, coordination, and client service.

The Office & Client Services Administrator is not responsible for:

• Social media management or content creation
• Video or audio production
• Editing or post-production
• Creative strategy
• Account strategy
• Sales or business development
• Project ownership
• Bookkeeping or accounting

The position may support these areas administratively, but responsibility for the work itself remains with the appropriate Lasting Media team member.

Compensation

$38,000–$43,000 annually, based on experience and qualifications.

Lasting Media provides competitive compensation with opportunities for performance-based growth.

Benefits

• 401(k)
• Health insurance allowance/reimbursement
• Paid time off
• Sick leave and personal days
• Annual company-based bonus incentive
• Annual performance-based merit increase
• Personal growth and professional development plan

Some benefits may require a minimum of 90 days of employment.

Schedule

Monday–Friday | Full-time | On-site

This is primarily a standard business-hours position. Because Lasting Media operates production studios and occasionally hosts productions, events, or client activities outside normal business hours, occasional evening or weekend availability may be requested.