The Production Operations Administrator is the operational backbone of Little Cinema’s Production department. This role ensures every project — from large-scale activations to live brand experiences — has its budget tracked, contracts moving, insurance in place, and project tracking dialed in.

This is a behind-the-scenes administrative and operations role. You will be the engine that keeps our Producers and Executive Producers running smoothly across multiple concurrent projects, building and maintaining the systems and infrastructure that allow our team to deliver world-class work.

It is a dedicated operations and administration career path within a creative production environment, ideal for someone who is energized by supporting a team and helping it function at its best.

Key Responsibilities:

Project Tracking

Set up and maintain live project folders across multiple active projects, including creative and design decks, client assets, vendor specs, and file versioning.
Build and maintain project trackers, status docs, and shared production resources.
Outline key deadlines and milestones and keep teams on track.
Provide additional operational support to the Production department as needed.

Budget Tracking & Reconciliation

Maintain live budget trackers across multiple active projects; log actuals against estimates and flag variances early.
Partner with Producers to reconcile project budgets at wrap, including final cost reports and PO close-outs.
Track deposits, milestone payments, and outstanding balances across vendors and clients.

Vendor Sourcing & Management

Research and vet new vendors across categories including fabrication, AV, staffing, rentals, catering, talent, and transportation.
Maintain Little Cinema’s vendor database with current contact info, rate cards, capabilities, and past-project notes.
Collect quotes, compare bids, and support Producers in vendor selection decisions.

Contracting & Legal Coordination

Initiate, route, and track vendor and freelance agreements through signature using standard templates.
Coordinate with internal leadership and outside counsel on red-lines, riders, and non-standard terms.
Maintain a clean, organized contract archive including fully executed copies, key dates, and renewal triggers.

Insurance & COIs

Request, review, and issue Certificates of Insurance for productions, venues, and vendors.
Liaise with our insurance broker on project-specific coverage including general liability, event cancellation, equipment, and workers’ comp.
Track expirations, additional insured requirements, and venue-specific compliance needs.

Invoicing & AP/AR Coordination

Generate client invoices in coordination with Producers and Finance against agreed payment schedules.
Process and code incoming vendor invoices; reconcile against POs and project budgets.
Follow up on outstanding payments and keep AR/AP dashboards current.

Permits

Support the team with permit research and applications across film, special event, fire, alcohol, and venue-specific requirements.

Qualifications:

2–4 years of experience in agency operations, production coordination, production accounting, or a similar role. Direct experience in experiential, live events, or agency environments is strongly preferred. Film and television production experience alone does not qualify for this role.
Highly organized with strong attention to detail and a track record of building and maintaining operational systems.
Proficient with spreadsheets and comfortable with budget tracking, reconciliation, and basic financial math.
Strong written and verbal communicator capable of managing vendor and internal relationships with professionalism.
Familiar with contract basics and comfortable reviewing and flagging sections against company standards.
Self-directed and proactive, with the ability to translate partial briefs into clear, actionable outputs.
Calm and effective in a deadline-driven environment with multiple concurrent projects.
Energized by supporting a team and helping it function — not by being in the field.
Based in Los Angeles.

Nice to Have:

Familiarity with COI processes and DocuSign or similar e-signature workflows.
Familiarity with Procurify or similar procurement and AP automation platforms.
Prior exposure to entertainment, music, sports, or consumer brand clients.
Working knowledge of Los Angeles permitting and venue compliance.

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