Main Responsibilities of an Assistant Operations Coordinator at Ventana Productions
Kylie's role as Assistant Operations Coordinator at Ventana Productions is multifaceted, encompassing "operations, billing, and marketing," with responsibilities ranging from vendor onboarding and financial tracking to social media management and project managing a company anniversary event; this demonstrates a dynamic career path involving diverse departmental collaborations and reporting to three different managers.
Project Management, Communication, Operations Management, Billing and Finance, Marketing
Advizer Information
Name
Job Title
Company
Undergrad
Grad Programs
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Traits
Kylie Olsen
Assistant Operations Coordinator
Ventana Productions
Loyola Marymount University
NA
Entertainment, Music & Arts
Arts, Entertainment & Media, Advertising, Communications & Marketing
Operations and Project Management
Honors Student, Scholarship Recipient, Worked 20+ Hours in School, Transfer Student
Video Highlights
1. Handles onboarding of vendors, freelancers, and clients, ensuring all necessary paperwork and information are correctly uploaded into the company’s systems.
2. Acts as a liaison to ensure smooth financial operations, tracking credit card expenses, managing billing, and reconciling charges.
3. Works across multiple departments including marketing, operations, and billing, taking on project management responsibilities such as planning events and managing social media presence for the company
Transcript
What are your main responsibilities within your current role?
In my current role as assistant operations coordinator, I handle a variety of tasks. Specifically on the operations side, I help onboard vendors, freelancers, and clients. I ensure all their paperwork and information is uploaded into our billing system and our shared drive.
I also act as a liaison to ensure financial matters are running smoothly. On the billing side, I track our credit card expenses and verify that expenses are correctly assigned to projects. This is important because we have many large projects that require careful tracking on a daily basis.
I reconcile our credit card charges. Much of my work revolves around billing and operations, serving as a liaison between clients and the rest of the operations team.
I've also taken on work on the marketing side, which has been a fun challenge. I've been posting more on our social media accounts and creating a social media plan. We've been planning an anniversary event, and I've been the project manager for that.
My responsibilities have included everything down to the details of cocktail napkins and ensuring all invites are sent out. I'm also working to build excitement for the event, with the ultimate goal of attracting more clients.
Essentially, in this role, I work across marketing, operations, and billing. As Scout heard earlier, my phone was pinging because I report to three different people depending on their needs for the day. I report to the head of the company, the head of sales, and the operations coordinator. It's great to constantly communicate with and work across these three departments.