BOA (Back Office Assistant)

About the Role

Back Office Assistant (BOA)

intersection of finance, logistics, and data hygiene

Key Responsibilities

• Vendor & Finance Support

  :-Collect and verify bills, quotes, and payment requests from vendors, freelancers, and rental partners-Coordinate with the Finance team to ensure the timely submission and processing of payments-Maintain up-to-date cost trackers for equipment, props, travel, and logistics

• Footage & Drive Management

  :-Log and track the movement of hard drives and footage between campuses, editors, and post teams-Perform first-level file naming and folder hygiene checks before QC or editorial handoff-Coordinate with Creative Ops Lead for NAS/cloud uploads and footage backups

• Documentation & Reporting

  :-Maintain clear records for all shoot-related assets, expenses, and approvals-Ensure internal documentation standards are followed (Google Sheets, Drive, Trello, or internal tools)-Support Creative Operations in preparing weekly summaries and report updates

• Team & Vendor Communication

  :-Liaise with editors, production assistants, and stakeholders on asset handovers and follow-ups-Coordinate with vendors for delivery timelines, invoice clarifications, and payment statuses

Qualifications & Requirements

-1-3 years of experience in back-office coordination, preferably in media, production, or operations
-Strong command of Excel/Google Sheets and cloud storage tools (Google Drive, Dropbox, etc.)-Attention to detail and the ability to manage multiple threads without dropping the ball-Basic understanding of production workflows, file formats, and data organization-Good communication skills for coordination with both creative and admin teams-Highly organized, deadline-driven, and discreet with sensitive data-Bonus: Experience using tools like Trello, Notion, or ERP systems

Why This Role Matters

operational backbone