Coordinator, Client Services

GHOST VFX VANCOUVER LTD•Vancouver, BC

5d•CA$20 - CA$22•Onsite

About The Position

The Client Service Coordinator serves as the primary point of contact for clients and staff, assisting with the smooth day-to-day operation of the studio. This role combines front-of-house, client service, asset management, shipping, administrative support, and Editorial Coordination responsibilities.

Requirements

Strong computer skills, including the Office 365 suite of programs.
Good directional and organizational skills.
Strong English in both written and oral communication.
Ability to interact well with co-workers and promote the “Team” concept
Superb customer service, interpersonal skills, and a positive demeanor.
Strong analytical/critical thinking
Able to support evenings/weekends as required.
Physically able to perform the essential duties of the position.
Excellent communication, organizational, and documentation skills.
Strong customer service approach.
Strong troubleshooting, problem-solving, and prioritization skills.
Ability to work a flexible schedule.
Client service experience.
High School education or equivalent required.

Nice To Haves

Post-secondary education in a related field/understanding of the film and television industry is suggested.

Responsibilities

Scheduling and allocating editorial suites and remote systems based on project timelines and client needs.
Coordinates system setups with Engineering based on client specifications.
Creates detailed work orders and pre-billing for accounting approval.
Acts as a liaison between clients and the company after handoff from Sales.
Handles communication with clients, helping specific departments with requests and issues.
Responsible for the front desk, answering phone calls, emails and welcoming clients.
Based on Production’s schedule, assist with clients’ general needs for in-house sessions, including but not limited to setting up snack trays, getting lunch orders, responding to client questions, guiding them from room to room, and ensuring overall client satisfaction during the on site session.
Arrange and track meals, parking, and other client-related requests.
Monitors and updates communications between all departments regarding any vacations/bookings/or other office related events through daily emails with bookings and work status.
Coordinate employee and visitors onboarding/off boarding (badges, parking, fobs/keys).
Handles minor graphics requests such as updating signs, badges, documents, and office event invites.
Assists the Studio Operations Manager in organizing staff events, entertainment, and office decorations.
Perform daily facilities checks (kitchen, signage, supplies, plants) and order/restock supplies accordingly.
Liaise with landlord and vendors as needed for facility matters.
Prepare monthly credit card expense and meal voucher reports.
Handles Incoming/outgoing shipments, packaging, and courier coordination, preparing documentation, labels and pickups.
Tracks and supports the organization of assets in Vault, in cooperation with IO and producers, helping to maintain accurate and updated records.
Other duties as assigned.