Administrative and Operations Coordinator (Part-Time)

Go-To Archival Production firm is seeking an Administrative and Operations Coordinator to join their team!

WHAT WE DO

Nimble, highly-skilled and seasoned in experience, Archival Ninjas has been a go-to Archival Production company. Here, we’ve provided production studios with everything from initial research to final licensing for film/television and beyond.

THE OPPORTUNITY

The Administrative and Operations Coordinator is responsible for providing day-to-day administrative and operational support, assisting with task coordination, documentation, and recurring workflows. The position helps maintain existing systems and ensures work is completed accurately and on time. This role focuses on execution and follow-through, supporting consistent internal operations across teams.

This is a part-time, remote position.

WHAT YOU WILL BE DOING

• Manage assigned administrative tasks and automated operational workflows such as employee lifecycle workflows and project lifecycle tasks
• Monitor shared inboxes, internal requests, and task trackers
• Route inquiries appropriately and ensure timely responses
• Maintain organized electronic files, records, and documentation
• Track assigned tasks and ensure completion by set deadlines
• Update internal trackers, checklists, and documentation
• Run and maintain recurring operational processes, workflows, and routines
• Identify gaps, errors, or delays and elevate issues as appropriate
• Assist with cross-functional coordination on routine operational matters
• Provide scheduling, coordination, and logistical support as needed
• Support special projects, process clean-up, or documentation efforts
• Perform other duties as assigned to support business operations

WHAT YOU WILL BRING TO OUR ORGANIZATION

• 2+ years of experience in administrative, operations, or similar role
• Proficiency in Google Drive and Microsoft Office
• Hands-on experience working in task management or operational workflow systems (Such as ClickUp or similar tools)
• Familiarity with Zapier or similar automation tools, including the ability to review existing automations, identify issues, and make edits as needed
• Exposure to basic AI and content tools or platforms, including ChatGPT, Claude, Canva and social media platforms a plus

The successful candidate has:

• Strong organizational skills with attention to detail and accuracy
• Proven ability to manage multiple tasks and priorities independently
• Excellent written and verbal communication skills
• Comfort working within established operational systems, tools, and documented processes
• Ability to review, troubleshoot, and escalate system or workflow issues appropriately

WHAT OUR ORGANIZATION IS PROVIDING

• Expected hourly rate of $20 - $25 per hour

Archival Ninjas provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetics, veteran status or other legally protected characteristics. In addition to federal law requirements. Archival Ninjas complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Archival Ninjas will not discriminate or retaliate against applicants for failing to disclose wage rate history in accordance with applicable law. Archival Ninjas prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability or veteran status. Improper interference with the ability of Archival Ninjas employees to perform their job duties may result in discipline up to and including discharge.